Job Details

Administrative Coordinator, Capital Projects - UT System Administration

Position Number: 6451352
Location: Chattanooga, TN
Position Type: Other Administrative Positions

Administrative Coordinator, Capital Projects - UT System Administration
Knoxville, TN, United States

Job Identification: 4422
Job Category: Administrative
Posting Date: 08/07/2025
Job Schedule: Full Time
Locations: 400 W Summit Hill Drive, Knoxville, TN, 37902, US

Job Description
This position is responsible for coordinating and conducting the administrative and clerical activities for Design and Construction, the Department of Capital Projects, whose mission is to manage the Capital Improvements Program for the University of Tennessee System. The position develops, implements, and maintains department operating and functional procedures for matters of administration and communication. The position facilitates department communications as the department director's administrative assistant and is a key point of contact internally for University/Campus/Institute management and planning and externally for state entities and contracted design and construction firms located throughout the state.

Responsibilities
Specific duties and responsibilities include, but are not limited to, the following:

Administrative Support

Provides direct administrative support to project managers, including scheduling meetings, preparing project-related correspondence, organizing files, and maintaining project tracking tools.
Assists in monitoring budget activity in collaboration with Director and Project Managers.
Drafts and formats routine and complex correspondence and reports on behalf of the department, including memos, status updates, and internal communications.
Prioritizes incoming tasks and coordinates workflow based on project timelines, departmental objectives, and manager requests.
Researches and compiles information to support problem-solving and decision-making for project-related issues, including gathering data from multiple systems or records.
Recommends and helps implement changes to office-level procedures to improve workflow, recordkeeping, and communication within the department.
Maintains accurate and up-to-date electronic and physical filing systems for contracts, budgets, and project documentation.
Coordinates travel arrangements, meeting logistics, and conference registrations as needed for Capital Projects staff.
Provides occasional instructional or administrative support for university-wide capital planning communications or reports.
Assist project managers in maintaining spreadsheets on capital project budgets.

Project Support and Documentation

Assist with designer and construction reviews, including processing and maintaining 360 evaluations
Prepare and manage capital project correspondence and approval documents
o Maintain data system records of project approval forms and update per SBC actions
o Draft or oversee division-level letters; support writing and editing as needed
o Prepare substantial completion documents for signature, recording, and archiving
o Record and distribute signed cost proposals to design teams
Perform other duties as assigned

Coordinate Department Administrative Processes and Maintain DASH Information

Provide process training and technical guidance to staff, and advise department management as needed
Coordinate, implement, and maintain administrative support systems
Oversee vehicle preventive maintenance and service scheduling
Manage travel arrangements, approvals, and reimbursement processes
Assist project managers with HR-related tasks, including address changes, FMLA, sick leave bank, leave without pay, and other HR processes
Maintain and manage office phone communications

Qualifications
Associate's Degree and five years administrative experience with three years' experience working directly with the head of a department or division. or an equivalent combination of education, training and experience.

Additional skills, experiences, and qualifications include:

Communication, grammar, writing, and editing skills
Knowledge of Microsoft Excel/Word/Access, and Adobe
Organizational and interpersonal skills
Ability to work independently
Knowledge of UT and Tennessee capital project processes
Ability to prioritize own work tasks
Ability to effectively coordinate and execute multiple integrated administrative and capital budget processes
Ability to interact with professional level personnel both within and outside of the department

Preferred Qualifications

Bachelor's degree and experience providing familiarity with capital project budgeting, design, and construction.

Application Process

For full consideration, applications should be accompanied by a letter of interest, a resume, and three professional references. Review of applications will begin immediately.

Benefits and Compensation

Compensation for the position is budgeted for $25.00 - $27.50 per hour depending on experience and qualifications.

The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee's benefits, visit https://hr.tennessee.edu/benefits/

About Us
The University of Tennessee System is the state's oldest higher education institution and preeminent public university. The UT System is comprised of campuses at Knoxville, Chattanooga, Pulaski and Martin; the Health Science Center at Memphis; and the statewide Institute of Agriculture and Institute for Public Service. With a presence in each of Tennessee's 95 counties and through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and residents statewide.

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/4422/?mode=location