College of Social Work: Chief of Staff

The Chief of Staff serves an important role as an administrative staff manager and operations manager. This position reports directly to the College of Social Work Director of Budget, Finance, and Operations (DBFO), has a dotted line reporting to the Dean, and works closely with leadership on various special projects and initiatives. The Chief of Staff will oversee efforts to improve processes to increase efficiencies and effectiveness across the CSW in daily service efforts and long-term strategies. This position will ensure that the CSW is effectively leveraging technology, utilizing data for decision-making at all levels, implementing well-researched and innovative business practices, documenting all policies, practices, and procedures, maximizing relationships, and strengthening operational practice. The Chief of Staff supervises five administrative team leaders and another operations staff member across the Knoxville and Nashville campuses. This role is responsible for high-level strategic planning as well as oversight for operational support to the CSW.

The following job functions include, but are not limited to:

Lead College Operations & Strategic Planning

The Chief of Staff performs professional-level management of high-priority, complex projects and initiatives such as policy, research and development and internal and external project management of executive level initiatives. While collaborating with the CSW administration, the position makes decisions or recommendations regarding assigned administrative or programmatic functions. The Chief of Staff also ensures operating policies and procedures exist in each CSW unit and are reviewed and updated annually. By working collaboratively with their team, the Chief of Staff will develop methods to eliminate process and operating silos through the development of integrated teams and cross-training efforts. The Chief of Staff will also provide leadership and operational oversight for the CSW, conveying an atmosphere of excellence and distinction, in support of the college’s and university’s mission, vision, and goals.

Management

The Chief of Staff will provide direct supervision, leadership, training and development, and oversight to 1 exempt staff member and 4 non-exempt staff members across the Knoxville and Nashville campuses. This position is responsible for strategic direction, oversight, goals, developing resources for growth/development, and assessment of these staff members and their subordinates. The Chief of Staff will work closely with each of these staff supervisors to ensure there is sufficient coverage for the college. They will also advise on policies and procedures that relate to the critical functions of the staff members.

Problem-Solving

The Chief of Staff serves an important role as the hub for problem-solving in the College. Serving as liaison between the Business Affairs Team, the Academic Support Team, the Research Support Team, and the senior administration (Dean and DBFO), they also address problems that arise in inter-team communications and facilitates short-term and long-term solutions.

MINIMUM REQUIREMENTS:

EDUCATION:

• Applicants must hold a Bachelor’s degree from an accredited school. Master’s degree is preferred.

REQUIRED EXPERIENCE:

• A minimum of 5 years of professional experience.
• Demonstrated success at managing high priority, complex projects and new initiatives.
• Ability to collaborate, listen, create and build consensus around new ideas.
• Experience in managing initiatives and event planning.
• Experience in team supervision.

WORK SCHEDULE/LOCATION: Monday-Friday, Knoxville Campus. Occasional evenings/weekends. Some travel is required.

Application Process: The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. Screening of applicants will begin immediately and will continue until the position is filled.

All qualified applicants will receive equal consideration for employment and admissions without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status. Eligibility and other terms and conditions of employment benefits at The University of Tennessee are governed by laws and regulations of the State of Tennessee, and this non-discrimination statement is intended to be consistent with those laws and regulations.

Interested individuals should provide a 1) cover letter addressing professional experience relevant to each required minimum qualification, 2) a resume, and 3) complete contact information for 3 professional references.

Executive Assistant to the Dean

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS 

Reporting directly to the College of Social Work Chief of Staff, this position will be co-supervised with the Director of Budget, Finance, and Operations. This position performs complex duties and assignments independently and serves as a primary liaison between the Dean’s office and academic and administrative units within the CSW. The Executive Assistant organizes and executes certain types of activities and communications that help enhance the Dean’s engagement with internal and external stakeholders. In performing those duties, the Executive Assistant at all times must exercise excellent judgment, maintain confidentiality, represent the Dean in a positive and professional manner, and work collaboratively with other University employees. The Executive Assistant will coordinate the planning and execution of their job responsibilities with the other personnel that report to the Dean. The Executive Assistant will also manage and maintain the framework of the administrative services function for the administrative suite.

DUTIES AND RESPONSIBILITIES

General Operating Support

• Anticipates, initiates and coordinates administrative issues on behalf of the Dean, including managing their day-to-day schedule and agendas.
• Initiates correspondence on behalf of the Dean to various constituents both internal and external to the University.
• Communicates regularly with the CSW leaders, along with the Offices of the Chancellor and Provost.
• Processes Dean correspondence, including responding to invitations, meeting deadlines, preparing responses, etc.
• Completes travel arrangements for the Dean, and applicable guest travelers including preparation of related travel and entertainment expense reports and petty cash reimbursements.
• Accompany the Dean to important events and meetings, on- and off-campus, to serve as a liaison on-site and gather photos and information to be utilized for post-event follow up including but not limited to drafting, editing, and posting messaging on certain social media platforms of the dean.

Administrative Support for the Dean’s office

• Coordinates the Dean’s responsibilities and requirements with the promotion and tenure, search and screen, and faculty and staff evaluation processes.
• Anticipate the needs of the office and scale support to address peak periods of activity and service requests.
• Develop and implement a continuity plan for admin assistants so that there is overlap in coverage within the office, ensuring adequate support for dean, associate and assistant deans, and directors in the CSW Administration Suite.
• Prepares agendas and takes meeting minutes.
• Prepares dean communications, including dean contributions to newsletters, annual reports, and CSW holiday cards and works with alumni affairs to maintain distribution lists.
• Serve as backup for administrative support for upper-level search committees. This consists of managing and compiling all applications received from candidates, scheduling candidates for on campus interviews (which may include travel arrangements), coordinating the time and dates with committee members availability, taking committee meeting minutes which is required for all upper-level searches, and scheduling meals.

Administrative Support for Director of Budget, Finance, and Operations

Anticipates, initiates, and coordinates administrative issues on behalf of the Director of Budget, Finance, and Operations, including managing day-to-day schedules and agendas.

• Coordinates meeting/events for the Director of Budget, Finance, and Operations including zoom meetings, room reservations, preparation and distribution of agendas, arranging meals, snacks, and drinks if applicable.
• Completes travel arrangements and prepares related travel and entertainment expense reports and petty cash reimbursements. Serves as contact and provides administrative support when the Director of Budget, Finance, and Operations serves as a search chair for search committees. This consists of management and compiling all all applications received from candidates, scheduling candidates for on campus interviews (which may include travel arrangements), coordinates the time and dates with committee members availability, schedules meals.
• Communicates with CSW Directors and administration, along with the Offices of the Chancellor, Provost, Research, Human Resources, and Finance and Administration

Event Planning Support

• Collaborates with CSW event coordinate to plan fall commencement – coordinates all of the events on a college level between CSW and Provost which includes ordering regalia as needed for Dean/Dean substitute. Manages details of the student commencement speaker. Responsible for communicating directly with the Registrar’s Office Staff regarding faculty participation (based on standard formula).
• Plans and schedules brown bag lunches, town hall meetings, and office hours for the Dean.
• Plans and schedules Dean’s Senior Administrative Team retreats, including off-site meeting accommodations and meals, in collaboration with the CSW events coordinator.
• Other duties as assigned.

MINIMUM REQUIREMENTS:  

REQUIRED EDUCATION: Bachelor’s Degree

PREFERREED EDUCATION: Master’s Degree

REQUIRED EXPERIENCE: 5 years’ of administrative experience supporting senior staff

PREFERRED EXPERIENCE: Experience in higher education

WORK SCHEDULE: This position may occasionally have evening and weekend work hours.

Application Process: The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. Screening of applicants will begin immediately and will continue until the position has been filled. 

Interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for 3 professional references.