Administrative Associate: Center for Transportation Research, Nashville - UTK

Responsibilities

• Serving as the division’s receptionist.
• Managing calendars for executive and managerial staff and coordinating internal and external meetings.
• Aiding staff with TDOT authorization forms.
• Aiding the Division Managers with updates to the website for their sections.
• Ensuring that new/updated Planning Division web pages are compliant and using the right template provided by TDOT IT.
• Networking and coordinating with various TDOT support divisions (General Services, Information Technology, Programming) and external partners (FHWA/Data Consultants).
• Setting up and ensuring Planning staff have access to the necessary equipment and software.
• Negotiating contract terms for existing equipment (plotters, printers, cell service), creating requisitions and purchase orders, and processing invoices for billing.
• Managing tracking system for all internal and external data requests received by the Planning Division.
• Establishing a tracking system that manages public comments sent to the TDOT Commissioner.
• Cooking responses with appropriate technical contacts and meeting strict response-time deadlines.
• Providing financial support by processing certain invoices for the Planning Division as well as overseeing state credit card payments for various items such as sponsorships, registration dues, venue rentals, etc.
• Compiling and preparing quarterly reports detailing Division activities and billing reports for TDOT Finance that show all Division expenditures.

Qualifications

• Requires a high school diploma and four years of relevant experience, or an equivalent combination of education, training, and experience.
• Knowledge of Microsoft Office 365 products.
• Ability to work independently and in a multidisciplinary team environment.
• Ability to work effectively with a wide range of constituents in a diverse community.
• Ability to gather data, compile information, and prepare reports.
• Valid driver's license is required due to the need to travel within the state.