Administrative Assistant Operations - UT Police Department - UTK

University of Tennessee, Knoxville; Knoxville (TN); On-site; USD 36,000 - 48,000; Full time

Job summary

The University of Tennessee, Knoxville, seeks an Administrative Support Specialist for the Operations Division to assist the Deputy Chief of Operations with administrative tasks, event coordination, and reporting for patrol and special events operations.

Responsibilities include processing purchase requests, maintaining files, creating event postings, reconciling rosters, coordinating with external agencies, and preparing materials for briefings and grants.

Qualifications

• Good written and verbal communication skills.
• Positive interpersonal skills.
• Decision making skills.
• Active listening skills.
• Strong computer skills including data entry, Excel proficiency, basic knowledge of Word and Adobe Professional.

Responsibilities

• Assist with purchase requests for non-quartermaster items needed in the operations division.
• Assist with general administrative reporting needed for operations division.
• Assist with correspondence needed for operational division; create and update event postings in the extra-duty scheduling system using information provided by Special Events supervisors and add information to ledger.
• Reconcile final special event rosters with staff billed for accuracy.
• Assist with distributing approved event communications.
• Assist with outside-agency coordination, including distributing event opportunities, collecting rosters, updating contact lists, and confirming receipt of event information.
• Prepare event and command-post materials, including sign-in sheets, briefing packets, contact lists, assignment lists, forms, maps, and other supporting documents.
• Maintain organized electronic files, including staffing records, rosters, correspondence, briefing materials, completed forms, and after-action documentation.
• Compile Special Events information and reports, including the number and types of events, staffing levels, vacancies, outside-agency participation, and other operational data requested by leadership
• Assist with administrative duties needed to hire special event temporary staff
• Assist with gathering reporting information needed for grant submissions
• Compiling relevant statistics and narrative summaries for grant submissions
• Other administrative operational duties as assigned

Skills

Written communication

Verbal communication

Interpersonal skills

Decision making

Active listening

Data entry

Excel

Word

Adobe Acrobat

Education

High School Diploma

Tools

Excel

Adobe Acrobat

Job description

Job Description

Responsible for the general administrative support of the Operations Division of UTPD. The position will be primarily responsible for administrative support for the Deputy Chief of Operations to include support for patrol and special events operations.

Responsibilities

• Assist with purchase requests for non-quartermaster items needed in the operations division
• Assist with general administrative reporting needed for operations division
• Assist with correspondence needed for operational division Create and update event postings in the extra-duty scheduling system using information provided by Special Events supervisors and add information to ledger.
• Reconcile final special event rosters with staff billed for accuracy.
• Assist with distributing approved event communications.
• Assist with outside-agency coordination, including distributing event opportunities, collecting rosters, updating contact lists, and confirming receipt of event information.
• Prepare event and command-post materials, including sign-in sheets, briefing packets, contact lists, assignment lists, forms, maps, and other supporting documents.
• Maintain organized electronic files, including staffing records, rosters, correspondence, briefing materials, completed forms, and after-action documentation.
• Compile Special Events information and reports, including the number and types of events, staffing levels, vacancies, outside-agency participation, and other operational data requested by leadership
• Assist with administrative duties needed to hire special event temporary staff
• Assist with gathering reporting information needed for grant submissions
• Compiling relevant statistics and narrative summaries for grant submissions
• Other administrative operational duties as assigned

Qualifications

Required Qualifications:

• High School Diploma

Knowledge, Skills, And Abilities

• Good written and verbal communication skills. Positive interpersonal skills. Decision making skills. Active listening skills. Strong computer skills including data entry, Excel proficiency, basic knowledge of Word and Adobe Professional.
• Ability to be self-motivated. Ability to multi-task. Ability to work in a multicultural setting. Ability to gather data, compile information, and prepare reports. Ability to use tact and discretion when dealing with a variety of issues. Ability to establish and maintain effective working relationships with individuals and groups.

Preferred Qualifications

• Associates degree
• Advanced knowledge of DASH, Excel and other related software

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 - 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. As Tennessee’s flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates", "One of America’s Best Large Employers", and "Best Workplace for Women", and has been designated as "Best Place for Working Parents" by Forbes Magazine.