Event Services Coordinator: Haslam College of Business - UTK

Job Description

Reporting to the Senior Event Services Manager, the primary functions of this position include assisting in all operational and administrative aspects of the Graduate and Executive Education (GEE) Events team while providing Program Coordinator Support to specific non-degree programs both on-site and off-site as assigned. Responsibilities will include: GEE operations support, General Event planning and support for on-site events, program coordination support for off-site events, vendor relations, and overall customer experience such as front desk support. Specific responsibilities will include: on-site event support, non-degree program course coordination with faculty, collaboration with other institutions for assigned off-site events, coordinate with vendors for meals and transportation and coding partnering with the Financial Information Office to ensure vendor payments are correct. Additionally, will be assigned other responsibilities which directly relate to GEE business needs. This position is vital for the successful day-to-day operations of GEE's operations and Events team and program delivery of Executive Education degree and non-degree courses.

Responsibilities

• On-Site Program Execution and support
  • Facilitate on-site food orders, program setup, program service and cleanup. This includes partnering with program teams on specific orders as well as working directly with vendors on orders and timely delivery.
  • On-site support for degree programs including classroom preparation/breakdown, securing of required materials, equipment, technology/power needs as well as setup and support for in-class simulations.
  • Collaborating with vendors, other event services staff and program team for delivery of services such as catering, transportation, hotel and logistical services for both degree and non-degree courses.
  • Maintenance of inventory, materials, furniture & supplies necessary for the success of the GEE degree and non-degree programs.
  • Support vendors through coordination with financial information office, invoice review, invoice coding and submission of invoices.
  • Collaborate with Program Directors and faculty to ensure successful execution of assigned on-site, non-degree programs. This role will help to balance workloads through organizational scheduling to ensure program needs are met in terms of facility, supplies, vendors and resource availability. Additionally, will provide guidance to Program Directors regarding UT policy to ensure compliance.
  • Provide on-site Program support for non-degree classes including: coordination with faculty, relationship development with students and simulation leadership. This role provides "day-of" logistical support including: ensuring classroom is prepared and broken down appropriately, acquisition of necessary materials, and technology/power needs to drive a successful non-degree program. Individual is responsible for the setup and support for all simulations utilized within assigned programs.
  • Additional coordinator responsibilities as assigned
• Off-Site, Non-Degree Program Execution and support
  • Collaborate with Program Directors and faculty to ensure successful execution of non-degree programs. Coordinates efforts to help balance workloads through organizational scheduling and provides guidance to Program Directors regarding UT Policy to ensure compliance.
  • Provide "in person" Coordinator support for assigned Non-Degree programs including "day-of" logistical support for students, staff and faculty as well as simulation setup, participation and support.
  • Collaborating with vendors, operations team members and program team for delivery of services such as pre-event preparation, course registration, coordination with GEE Registrar, and logistical support.
  • Preparation for off-site events including: coordination with faculty, coordination with students, acquisition of materials, printing, and shipping.
  • Other tasks as required to deliver outstanding student experiences for off-site, non-degree programs.
• Administrative Support
  • Provide a warm welcome and assistance to students, parents, faculty, and visitors
  • Oversee front desk operations, managing inquiries via phone, email, and in-person interactions, as well as maintaining office supplies.
  • Provide essential administrative support to ensure the efficient functioning of the office, hospitality suite, and all Graduate Education and Engagement (GEE) programs.
  • Manage the student & GEE WIP board
  • Manage weekly schedules of student workers, set daily priorities, and provide coaching and feedback.
• Relationship Development, Marketing, and Recruiting
  • Serve as the primary point of contact for faculty and students for on-site and off-site non-degree program support as assigned.
  • This position will also assist in student admission and travel documentation requirements as needed for non-degree program support for specific programs.
  • Other responsibilities as assigned in support of the Hospitality focus of the GEE Events team.

Qualifications

Required Qualifications

• Education: Bachelor's degree (or equivalent experience) required
• Experience: Minimum of 2 years of work experience required preferably in hospitality or higher education area
• Knowledge, Skills, Abilities: Excellent organizational and interpersonal skills, as well as outstanding oral and written communication skills. Strong attention to detail and time management required.

Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Preferred Qualifications

• Education: Master's degree preferred
• Experience:
  • Direct experience with customer service and cross-functional teams is preferred.
  • Program Execution Support preferred.
  • Higher education and executive education experience preferred.
• Knowledge, Skills, Abilities: Event planning experience, excellent customer service and attention to detail.

Work Location

• Location: Knoxville, TN
• Onsite

Compensation and Benefits

• UT market range: 5
• 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.

• Resume
• Cover Letter
• List of 3 Professional References

About The College/Department/Division

Haslam offers highly ranked master's programs in multiple fields. The U.S. News and World Report 2024 Best Graduate Business Schools specialty rankings placed Haslam's Supply Chain Management graduate coursework at No. 3 among public institutions and No. 4 nationally, and the Business Analytics graduate coursework made its first appearance in the ranking, debuting at No. 15 among publics and No. 38 overall.

Our master's programming offers students highly ranked curriculum taught by industry experts coupled with networking opportunities and practical experience. A master's degree from Haslam is the next step in advancing your career and becoming an industry leader.

In addition to its highly ranked degree programs, Haslam also offers enriching non-degree Executive Education programs intended to educate, empower and advance established business professionals.

Haslam offers Executive Education courses in supply chain management, aerospace and defense, healthcare and leadership and strategy. Taught by highly regarded instructors who are experts in their respective fields, the Executive Education courses instruct professionals in specific corners of the business world, like healthcare leadership, and in specific professional goals, such as becoming a high-ranking executive.

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!