Executive Assistant for the Office of the Chancellor

This position provides high-level executive and administrative support, working in close coordination with the Chief of Staff and the Coordinator of Public Occasions to ensure the seamless operation of the Office of the Chancellor. The position anticipates, initiates, and coordinates daily executive matters; manages the Chancellor's calendar, correspondence, and information flow; serves as a primary point of contact and liaison between the Chancellor and internal and external constituents (including the UT President and System administrators, UT Board of Trustees, local, state, and federal officials, legislators, alumni, major donors, and community and organizational leaders); supports preparation of the Chancellor's correspondence, reports, speech remarks, and briefing materials; manages office operations, records, and financial transactions; and supports special projects and institutional initiatives. The position requires sound judgment, absolute discretion, professional polish, and the ability to navigate sensitive, confidential, and politically nuanced matters on behalf of the Chancellor.

Administrative & Executive Support to the Chancellor
•    Provides executive-level administrative support to the Office of the Chancellor, anticipating need, informing the Chancellor, and following through on implementation of often confidential decisions.
•    Serves as primary point of contact for the Chancellor with internal and external constituents; independently evaluates and redirects correspondence and requests, when appropriate, to the responsible party for action.
•    Receives, organizes, proofreads, and edits correspondence for the Chancellor's signature; manages signature requirements for the Chancellor on all documents being routed for approval, including contracts, budget documents, and personnel forms.
•    Commits the Chancellor's involvement in campus and external speaking engagements.
•    Coordinates special projects and events for the Chancellor in collaboration with the Chief of Staff and Coordinator of Public Occasions.
•    Briefs and prepares the Chancellor for meetings and events by researching and obtaining communicating logistics, details, background and biographical data, and other pertinent information.
•    Composes itineraries, programs, and summaries outlining the Chancellor's participation in meetings and events, including center openings, ribbon cuttings, open houses, naming ceremonies and dedications, groundbreakings, presidential and VIP campus visits, SACSCOC visits, and Board of Trustees events.
•    Arranges and prioritizes daily work materials, meeting files, and the Chancellor's chronological schedule.
•    Assists the Chancellor in maintaining curriculum vitae, professional duties, publications, board service, awards, and professional development records.
•    Maintains and updates all professional and personal contacts for the Chancellor.
•    Provides oversight of the Office of the Chancellor email account; reviews, responds, or forwards correspondence to the appropriate administrator for action.
•    Compiles and sends emails from the Office of the Chancellor on behalf of the Chancellor to campus employees, groups, and other University constituents.
•    Maintains SACSCOC assessment reporting for the Chancellor.
•    Advises the Chancellor of emerging issues and University deadlines and assists in ensuring timely responses to issues, activities, and correspondence.
•    Coordinates all travel arrangements for the Chancellor and for staff traveling on behalf of the University and Chancellor's Office.
•    Conducts research on behalf of the Chancellor in order to comply with University policies and procedures and to meet established deadlines.
•    Manages the Chancellor's complex, dynamic calendar across multiple competing priorities, balancing internal commitments, external engagements, donor cultivation, governmental relations, and personal and family considerations.
•    Prepares daily and weekly look-ahead briefings for the Chancellor, anticipating decisions, deliverables, and reading materials required in advance of meetings and engagements.
•    Serves as a trusted gatekeeper, exercising discretion and political acumen in screening requests, prioritizing access, and protecting the Chancellor's time.
•    Drafts, edits, and finalizes executive correspondence, including talking points, congratulatory letters, condolence messages, and recognition communications, ensuring tone consistent with the Chancellor's voice.
•    Maintains a working knowledge of the Chancellor's external commitments, including civic, professional, and statewide leadership roles, and ensures appropriate preparation, follow-through, and recognition.
•    Coordinates with the Chief of Staff on integration of the Chancellor's calendar with strategic priorities, ensuring travel, meetings, and engagements align with institutional goals.

Office Management
•    Acts as administrative services officer for the Office of the Chancellor, incorporating very complex and varied administrative services; oversees functions such as office administration, equipment and supply procurement and property administration, payroll activities, travel and event management, all office records management, information systems, and directs all administrative functions for the Chancellor's Office.
•    Supervises up to three UT Student Assistants, coordinating office coverage and providing on-the-job training. Responsible for daily office management applying organizational methods, proven secretarial science, and effective time management techniques with attention to detail to ensure timely and accurate project completion. Establishes daily priorities for office management, including scheduling specific job assignments for student assistants and mentoring student assistants throughout job assignments to completion.
•    Establishes, updates, and maintains office files, inventories, tickler files, and personnel records for the Chancellor's direct reports.
•    Partners with the Chief of Staff and Coordinator of Public Occasions to ensure unified office operations, clear division of responsibilities, consistent communication, and shared coverage during peak workload periods, travel, or absences.
•    Maintains digital and physical records management systems consistent with UT System retention policies and institutional records compliance requirements.
•    Implements and maintains office technology and productivity tools, including Microsoft 365, video conferencing platforms, scheduling and project management software, and the University's enterprise systems.
•    Identifies and recommends process improvements that increase office efficiency, accuracy, and responsiveness.
•    Maintains awareness of confidentiality, data privacy, and information security best practices, including FERPA, and the responsible handling of sensitive personnel and student information.

Budget Management
•    Provides oversight of operating budgets (eight accounts) for the Office of the Chancellor, including budget planning, revised budget submission, probable budget revisions, year-end closing documents, and quarterly audits to the System.
•    Responsible for DASH data entry, payroll, accounts payable, accounts receivable, invoice processing, petty cash reimbursements, equipment purchases, contract entry, procurement card purchases and statement reconciliation, and budget and expenditure ledger reconciliation for the Chancellor's Office.
•    Responsible for planning and development of all travel for the Chancellor's Office and DASH data entry for travel reimbursement for all personnel traveling on behalf of the Chancellor's Office.
•    Responsible for administration of operating budgetary funds for the Chancellor's Office, determining the best, most effective utilization of funds and ensuring operations within budgetary parameters.
•    Commits operating funds and offers effective recommendations and projections for budgetary implications to the Chancellor for budget revision and allocation decisions for the Chancellor's eight budgeted accounts.
•    Provides advisory and clerical assistance for related budget accounts, specifically with budget documents, DASH data and document entry, travel, vendor payments, and equipment inventory, as well as counsel and guidance on policy and procedure issues.
•    Coordinates with the Chief of Staff on budget planning aligned to office priorities and strategic initiatives, providing forecasts, expenditure summaries, and variance reporting as requested.
•    Maintains documentation supporting audit readiness, internal review, and compliance with UT System fiscal policies.

University Support
•    Supervisory responsibility for operational, financial, accreditation, personnel, and administrative records and reports for the Chancellor's Office and the University.
•    Assists with data research for SACSCOC self-study, off-site review, on-site reaffirmation visit, submission reports for UT Board of Trustees action, etc.
•    Supervisory responsibility for operational, financial, accreditation, personnel, and administrative records and reports for the Chancellor's Office and the University.
•    Assists with data research for SACSCOC self-study, off-site review, on-site reaffirmation visit, submission reports for UT Board of Trustees action, etc.
•    Makes hiring and evaluation decisions for UT Student Assistants for the Chancellor's Office. Students report directly to this position.
•    Provides administrative support for the Coordinator of Public Occasions and the Chief of Staff, assuming their responsibilities in their absence.
•    Responsible for scheduling and staffing public events hosted by the Chancellor and provides secondary support at Chancellor-hosted public occasions.
•    Provides advice, guidance, and assistance to other University departments in the operation and setup of office equipment, multifunctional devices, computer software, teleconferencing, and videoconferencing equipment.
•    Implements tracking of University deadlines and priorities for follow-up and completion.
•    Responsible for compilation and dissemination of Chancellor's Honor Roll letters to students following each semester.
•    Works with each reporting division to arrange campus visits and events for major donors, alumni, government officials, dignitaries from partner universities, UT VIPs and administrators, students, parents, faculty, and retirees, as well as participation in athletics events, media interviews, and other University events.
•    Manages institutional memberships for the University.
•    Supports onboarding logistics for new senior University leaders, including welcome events, introductory communications, and integration into the Chancellor's regular meeting cadence.
•    Tracks Chancellor commitments tied to University strategic initiatives, anniversary observances, capital projects, and accreditation cycles, ensuring deadlines and deliverables are not missed.
•    Maintains a current contact directory of UT System leadership, Tennessee state legislative offices, federal congressional offices, regional civic and economic development partners, alumni leadership, and major donor households, in coordination with the Office of University Advancement.

Additional Responsibilities
•    Provides guidance for and prepares the agenda for weekly Chancellor's staff meetings.
•    Coordinates the Outstanding Employee Awards program for the University each semester, including preparing, mailing, receiving, and reviewing nomination forms; compiling the nomination database; convening the awards selection committee; securing photo coverage; ordering award plaques; sending awards notifications; scripting Chancellor's remarks for awards presentations, commencement, university events and ceremonies and external events; and processing awards payments to recipients each semester.
•    Assists with management of the McCombs Apartment, Chancellors’ Conference Room and Chancellor's Suite reservation schedules. In the absence of the Coordinator of Public Occasions, this position assumes full responsibility.
•    Coordinates Special Guest and Special Needs Seating at Commencement Ceremonies (meeting ADA requirements).
•    Prepares and submits Presidential Event Briefings for each Presidential visit event.
•    Provides assistance with and staffing for Homecoming events for alumni and students and the Grand Finale event for graduating seniors.
•    Coordinates Federal Mediation meetings with UT General Counsel on campus, as needed.
•    Supports continuity planning for the Chancellor's Office, including documented standard operating procedures, cross-training with the Chief of Staff and Coordinator of Public Occasions, and contingency coverage protocols.

Minimum Qualifications:
•     High school diploma and six years relevant experience or an equivalent combination of education, training, and experience.
•     Minimum of six years of progressively responsible administrative support or office management experience. Experience supporting senior leadership, managing confidential information, coordinating schedules and communications, and handling multiple priorities in a professional office environment.

Preferred Qualifications:
•    Bachelor's degree
•    Exceptional communication, interpersonal, and organizational skills with excellent attention to detail, producing high-quality work with exceptional accuracy.
•    Proven ability to prioritize tasks, analyze and problem-solve, and work independently without supervision.
•    Excellent writing skills, analytical thinking skills, decision-making abilities, computer skills, and ability to manage multiple complex tasks for effective time management.
•    Accomplished at confidentiality, discretion, tact, diplomacy, and sound independent judgment, demonstrating professional decorum at all times.
•    Outstanding proofreading ability to write and edit Chancellor's speeches, reports, and remarks.
•    Ability to interact effectively, professionally, and timely with diverse individuals, departments, and organizations.
•    Ability to process information of a highly political, confidential, and sensitive nature, fielding requests for information from University personnel across campus.
•    Advanced knowledge of new and changing policies and policy amendments to ensure compliance and provide guidance and interpretation to other University staff.
•    Responsible for general knowledge of structure, function, and responsibilities of all University divisions, colleges, and departments to answer or direct questions appropriately.
•    Advanced or specialized knowledge of the DASH system, data entry and report retrieval, ESM Contract Management System, and Banner Information System.
•    Prior experience supporting a chancellor, president, provost, or other senior executive in higher education.
•    Familiarity with the University of Tennessee System and the higher education landscape in Tennessee.
•    Experience working within an executive office that includes a chief of staff structure.

Application Process: Interested candidates must apply online and attach a cover letter and resume.
Application Deadline:  Applications taken until the position is filled. 
Minimum hiring rate $50,185.38 annually (Market Range MR10). Salary commensurate with education and experience.