University of Tennessee, Knoxville
Administrative Specialist-Counseling, Human Development & Family Science-UTK
University of Tennessee, Knoxville, Knoxville, Tennessee, United States, 37955
Administrative Specialist – Counseling, Human Development & Family Science (UTK)
Join to apply for the Administrative Specialist – Counseling, Human Development & Family Science–UTK role at University of Tennessee, Knoxville.
This position coordinates comprehensive exams, leads master’s admission process, coordinates doctoral admissions process, ensures accreditation compliance, provides clear programmatic communication, and coordinates student registration. It provides direct administrative support to three graduate degree or concentration programs, one graduate certificate program, and eight faculty members in the department. The role performs diversified administrative, clerical services, and programmatic support for the department, including preparing, proofreading, printing, and managing necessary documentation, maintaining and updating faculty and student records that directly impact accreditation requirements for the Counselor Education program, and assisting faculty and students to enable a smooth transition through the University experience.
Responsibilities Accreditation Support
Lead systematic student assessment and program evaluation processes to ensure accreditation compliance, including communicating with faculty regarding required evaluations, monitoring completion of key performance indicators, monitoring student progress in Taskstream, reporting annual student reviews under faculty advisement, and assisting the CACREP liaison on reporting of student assessment and program evaluation data.
Coordinate student registration to ensure compliance with prerequisites and accreditation requirements.
Cooperate on compliance and reporting for accreditation learning outcomes, including sending formal follow-up of surveys to sites and employers employing alumni, contacting graduates to update survey information regarding their work, and collecting and summarizing collected data.
Act as a liaison between faculty and students to process graduate program admission files and maintain current student files in the program according to accreditation requirements.
Maintain, safeguard, and store documents, information, and files in accordance with University policy and national accreditation standards.
Assist with collection, reporting, and filing of data for accreditation through CACREPS, prepare, proofread, and correct letters, reports, and related documents, and work with NBCC/CCE to coordinate master’s comprehensive examination (CPCE) and early NCE examination administrations.
Program Specialist
Lead master’s admissions process, including responding to inquiries from prospective students, monitoring and managing the application process, coordinating faculty review of applications, leading the on-campus interview process, and communicating with students/prospective students regarding application status.
Coordinate doctoral admissions process, including monitoring and managing the application process, coordinating faculty review of applications, and leading the on-campus interview process.
Ensure clear programmatic communication by managing “Counseling Programs Central” in Canvas.
Coordinate admission of students, which is inclusive of, but not limited to: managing the review of student applicants for faculty, scheduling student interviews, following up with faculty regarding accepted and declined applicants, and notifying students in writing.
Provide direct administrative and clerical support for eight faculty members in the Counselor Education program, Clinical Mental Health Counseling program, and School Counseling program.
Maintain a database containing demographic and academic information for graduate students enrolled in three programs in the department and update the list each semester as new students enter and exit the program(s).
Plan, coordinate, and execute program events, including price comparison, scheduling/booking, ordering food/supplies, and preparing material.
Maintain records for student liability insurance through contact with the bursar’s office and risk management.
Assist prospective students through the admission process and current students with class schedules and through the graduation process, assisting them in enrolling in programs in and outside of the department and finding/completing materials necessary for graduation.
Announce the dissertation defense of students to college faculty and staff at least a week in advance, via email.
Proctor national exams for students.
Department Support
Provide support to the department through general office operations, including the creation and dissemination of correspondence and reports, email correspondence, typing, filing, faxing, copying, editing, answering phones, upkeep of office supplies, mail, scheduling media equipment, processing key requests, and procuring meeting rooms.
Exhibit considerable autonomy in use of procurement card following established practices and procedures.
Assist in planning departmental events, including price comparison, scheduling/booking, ordering of food/supplies, and preparation of material.
Place orders through University Printing and Mail for the department, faculty, and staff.
Instrumental in preparation of orientation materials for department, Counselor Education program, School Counseling program, and Mental Health Counseling Program.
Use Argos to create class roll reports, timetables, and enrollment reports for faculty and staff; use Internet Native Banner to give permission to students, add them to courses, and adjust their credit hours as necessary; use Nolij and ADMIT to collect student data for reports.
Serve as backup for: phone calls for main office answering questions or directing customers to the appropriate offices; Listserv Moderator; Timetable; graduate student admission process for department.
Assist in upkeep of equipment (i.e., copiers, scanners).
Qualifications
High School education.
At least 4 years of related experience.
Excellent communication skills.
Data extraction and analysis skills.
Ability to work independently and maintain effective working relationships with co-workers, faculty, students, and the general public.
Ability to prioritize workload as needed.
Knowledge of and proficiency with common office software products and student information systems such as Word, Excel, Outlook, and PowerPoint.
Ability to learn new software systems as required.
Ability to use tact and discretion when dealing with a variety of issues.
Ability to ensure compliance.
Preferred Qualifications
Associate’s degree.
Certified Professional Secretary/Administrator experience.
Knowledge of Banner and Nolij Systems.
Knowledge of the University of Tennessee divisions, colleges, campus, and related structures.
Work Location
Knoxville, TN – Onsite with option of Hybrid.
Compensation and Benefits
UT market range: MR5.
Anticipated hiring range: $39,000 – $43,000.
Find more information on the UT Market Range structure here.
Find more information on UT Benefits here.
Application Instructions To express interest, please submit an application with the following attachments. To be assured of full consideration, completed applications with all requested materials should be submitted.
Resume
Cover Letter
List of 3 Professional References
About the Department / College / Division The Department of Counseling, Human Development, and Family Science (CHDFS) promotes optimal development and holistic well‑being across the lifespan through research and practice that honor the complexities of individuals, families, and communities. With guidance and support from our dedicated faculty and staff, our graduates pursue careers in family and human services, education, professional counseling, and counselor education.
About Us The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service. UT Knoxville offers over 900 programs of study across 14 degree‑granting colleges and schools… (additional descriptive paragraphs omitted for brevity).
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This position coordinates comprehensive exams, leads master’s admission process, coordinates doctoral admissions process, ensures accreditation compliance, provides clear programmatic communication, and coordinates student registration. It provides direct administrative support to three graduate degree or concentration programs, one graduate certificate program, and eight faculty members in the department. The role performs diversified administrative, clerical services, and programmatic support for the department, including preparing, proofreading, printing, and managing necessary documentation, maintaining and updating faculty and student records that directly impact accreditation requirements for the Counselor Education program, and assisting faculty and students to enable a smooth transition through the University experience.
Responsibilities Accreditation Support
Lead systematic student assessment and program evaluation processes to ensure accreditation compliance, including communicating with faculty regarding required evaluations, monitoring completion of key performance indicators, monitoring student progress in Taskstream, reporting annual student reviews under faculty advisement, and assisting the CACREP liaison on reporting of student assessment and program evaluation data.
Coordinate student registration to ensure compliance with prerequisites and accreditation requirements.
Cooperate on compliance and reporting for accreditation learning outcomes, including sending formal follow-up of surveys to sites and employers employing alumni, contacting graduates to update survey information regarding their work, and collecting and summarizing collected data.
Act as a liaison between faculty and students to process graduate program admission files and maintain current student files in the program according to accreditation requirements.
Maintain, safeguard, and store documents, information, and files in accordance with University policy and national accreditation standards.
Assist with collection, reporting, and filing of data for accreditation through CACREPS, prepare, proofread, and correct letters, reports, and related documents, and work with NBCC/CCE to coordinate master’s comprehensive examination (CPCE) and early NCE examination administrations.
Program Specialist
Lead master’s admissions process, including responding to inquiries from prospective students, monitoring and managing the application process, coordinating faculty review of applications, leading the on-campus interview process, and communicating with students/prospective students regarding application status.
Coordinate doctoral admissions process, including monitoring and managing the application process, coordinating faculty review of applications, and leading the on-campus interview process.
Ensure clear programmatic communication by managing “Counseling Programs Central” in Canvas.
Coordinate admission of students, which is inclusive of, but not limited to: managing the review of student applicants for faculty, scheduling student interviews, following up with faculty regarding accepted and declined applicants, and notifying students in writing.
Provide direct administrative and clerical support for eight faculty members in the Counselor Education program, Clinical Mental Health Counseling program, and School Counseling program.
Maintain a database containing demographic and academic information for graduate students enrolled in three programs in the department and update the list each semester as new students enter and exit the program(s).
Plan, coordinate, and execute program events, including price comparison, scheduling/booking, ordering food/supplies, and preparing material.
Maintain records for student liability insurance through contact with the bursar’s office and risk management.
Assist prospective students through the admission process and current students with class schedules and through the graduation process, assisting them in enrolling in programs in and outside of the department and finding/completing materials necessary for graduation.
Announce the dissertation defense of students to college faculty and staff at least a week in advance, via email.
Proctor national exams for students.
Department Support
Provide support to the department through general office operations, including the creation and dissemination of correspondence and reports, email correspondence, typing, filing, faxing, copying, editing, answering phones, upkeep of office supplies, mail, scheduling media equipment, processing key requests, and procuring meeting rooms.
Exhibit considerable autonomy in use of procurement card following established practices and procedures.
Assist in planning departmental events, including price comparison, scheduling/booking, ordering of food/supplies, and preparation of material.
Place orders through University Printing and Mail for the department, faculty, and staff.
Instrumental in preparation of orientation materials for department, Counselor Education program, School Counseling program, and Mental Health Counseling Program.
Use Argos to create class roll reports, timetables, and enrollment reports for faculty and staff; use Internet Native Banner to give permission to students, add them to courses, and adjust their credit hours as necessary; use Nolij and ADMIT to collect student data for reports.
Serve as backup for: phone calls for main office answering questions or directing customers to the appropriate offices; Listserv Moderator; Timetable; graduate student admission process for department.
Assist in upkeep of equipment (i.e., copiers, scanners).
Qualifications
High School education.
At least 4 years of related experience.
Excellent communication skills.
Data extraction and analysis skills.
Ability to work independently and maintain effective working relationships with co-workers, faculty, students, and the general public.
Ability to prioritize workload as needed.
Knowledge of and proficiency with common office software products and student information systems such as Word, Excel, Outlook, and PowerPoint.
Ability to learn new software systems as required.
Ability to use tact and discretion when dealing with a variety of issues.
Ability to ensure compliance.
Preferred Qualifications
Associate’s degree.
Certified Professional Secretary/Administrator experience.
Knowledge of Banner and Nolij Systems.
Knowledge of the University of Tennessee divisions, colleges, campus, and related structures.
Work Location
Knoxville, TN – Onsite with option of Hybrid.
Compensation and Benefits
UT market range: MR5.
Anticipated hiring range: $39,000 – $43,000.
Find more information on the UT Market Range structure here.
Find more information on UT Benefits here.
Application Instructions To express interest, please submit an application with the following attachments. To be assured of full consideration, completed applications with all requested materials should be submitted.
Resume
Cover Letter
List of 3 Professional References
About the Department / College / Division The Department of Counseling, Human Development, and Family Science (CHDFS) promotes optimal development and holistic well‑being across the lifespan through research and practice that honor the complexities of individuals, families, and communities. With guidance and support from our dedicated faculty and staff, our graduates pursue careers in family and human services, education, professional counseling, and counselor education.
About Us The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service. UT Knoxville offers over 900 programs of study across 14 degree‑granting colleges and schools… (additional descriptive paragraphs omitted for brevity).
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