Job Details

Administrative Specialist-Counseling, Human Development & Family Science-UTK

Position Number: 6642888
Location: Chattanooga, TN
Position Type: Assessment, Accreditation, and Compliance

Administrative Specialist-Counseling, Human Development & Family Science-UTK
Knoxville, TN, United States

Job Identification: 5461
Job Category: Administrative
Posting Date: 10/13/2025
Job Schedule: Full Time
Locations: 1122 Volunteer Boulevard, Knoxville, TN, 37996, US (Hybrid)

Job Description
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. Provides direct administrative support to 3 graduate degree/concentration programs, 1 graduate certificate program, and 8 faculty members in the department. This position performs diversified administrative, clerical services, and programmatic support for the Department including but not limited to preparing, proofreading, printing, and managing necessary Departmental documentation, maintaining and updating faculty and student records that directly impact accreditation requirements for the Counselor Education program, and provide assistance to faculty and students to enable a smooth transition through the University experience. Initiates and prioritizes the necessary components of accreditation reporting and assists faculty in securing locations and proctors for national exams for students.

Responsibilities
Accreditation Support:

Ensure accreditation compliance via leadership of systematic student assessment and program evaluation processes. This includes communicating with faculty regarding required evaluations, monitoring completion of key performance indicators, monitoring student progress and benchmarks in Taskstream, reporting annual student reviews under advisement of faculty, and assisting CACREP liaison on reporting of student assessment and program evaluation data.

Coordinating student registration to ensure compliance with prerequisites and accreditation requirements.

Coordination of compliance and reporting for accreditation learning outcomes which is inclusive of, but not limited to: sending formal follow-up of surveys to sites and employers employing alumni; contact graduates to update survey information regarding their work in the field; collect and summarize collected data

Serves as liaison between faculty and students to process graduate program admission files and maintaining current student files in the program according to accreditation requirements.

Responsible for maintaining, safeguarding, and storing documents, information, and files in accordance with University policy and national accreditation standards.

Provide assistance toward collection, reporting, and filing of data for accreditation though CACREPS. Prepare, proofread, and correct letters, reports, and other related documents. Work with NBCC/CCE to coordinate master's comprehensive examination (CPCE) and early NCE examination administrations.

Provide assistance toward collection, reporting, and filing of data for accreditation though CACREPS. Prepare, proofread, and correct letters, reports, and other related documents.

Program Specialist:

Lead master's admissions process including responding to inquiries from prospective students, monitoring and managing application process, coordinating faculty review of applications, leading on-campus interview process, and communicating with students/prospective students regarding application status.

Coordinate doctoral admissions process including monitoring and managing application process, coordinating faculty review of applications, and leading on-campus interview process.

Ensuring clear programmatic communication by managing "Counseling Programs Central" in Canvas.

Coordination of admission of students, which is inclusive of, but not limited to: management of review of student applicants to provide to faculty; scheduling of student interviews; following up with faculty regarding accepted and declined applicants; notifying students in writing

Provide direct administrative and clerical support for 8 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 3 programs in the department and update list each semester as new students enter and exit the program(s)

Plans, coordinates, and executes program events, including tasks such as price comparison, scheduling/booking, ordering of food/supplies, and preparation of material

Maintain records for student liability insurance through contact with the bursar's office and risk management

Provide assistance to 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:

Provides support to the department through general office operations including, but not limited to 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.

Assists in planning departmental events, including tasks such as 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; Internet Native Banner to give permission to students, add them to courses, and adjust their credit hours as necessary, and 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
Qualifications

Required Qualifications

Education: High School
Experience: At least 4 years of related experience
Knowledge, Skills, Abilities:

Excellent communication skills

Data extraction and analysis skills

Ability to work independently and maintain effective working relationships with co-workers, faculty, students, and general public

Ability to prioritize workload as needed

Knowledge of and proficiency with common office software products and student information systems such as, but not limited to, Word, Excel, Outlook, and PowerPoint

Ability to learn new software systems as needed

Ability to use tact and discretion when dealing with a variety of issues

Ability to ensure compliance

Preferred Qualifications

Education: Associate's Degree
Experience: Certified Professional Secretary/Administrator
Knowledge, Skills, Abilities:

Knowledge of Banner and Nolij Systems

Knowledge of The University of Tennessee divisions, colleges, campus, etc.

Work Location

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 noted below 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 College/Department/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. 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.
Apply today and join the Tennessee Volunteer community!

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/5461/?mode=location