Coordinator for Outreach, Events, and Engagement - Graduate School - UTK

Coordinator for Outreach, Events, and Engagement

The Coordinator for Outreach, Events, and Engagement is responsible for the planning, implementation, and continuous improvement of events and outreach initiatives that advance the mission of the University of Tennessee Knoxville Graduate School. This position coordinates a portfolio of programs and events designed to engage graduate students, postdoctoral scholars, faculty, alumni, and campus partners. Working closely with Graduate School leadership and staff, the coordinator manages event logistics, develops planning processes, and coordinates programming that enhances the graduate student and postdoctoral experience. The position plays an important role in supporting Graduate School events and engagement initiatives while ensuring programs are delivered efficiently and consistently. The position requires strong organizational and project management skills, initiative, and attention to detail, as well as the ability to coordinate multiple projects and stakeholders in a dynamic environment.

Responsibilities

Event and Program Management

• Coordinate planning and implementation of Graduate School events including orientations, receptions, professional development and mentoring workshops, competitions, ceremonies, and engagement activities.
• Develop event timelines, task tracking systems, and operational plans that support successful event delivery.
• Coordinate with campus partners, vendors, and service providers to secure event spaces, catering, technology, and logistical support.
• Provide on-site coordination and troubleshooting during events to ensure smooth execution.
• Document event planning procedures and resources to support continuity and efficiency in Graduate School programming.

Outreach and Engagement Initiatives

• Coordinate programs that support engagement among graduate students, postdoctoral scholars, alumni, and campus partners.
• Assist with coordination of professional development and mentorship programming.
• Support programming that promotes networking, collaboration, and professional growth within the graduate and postdoctoral communities.
• Identify opportunities to expand participation and enhance the reach of the Graduate School.

Event Operations and Program Coordination

• Maintain the Graduate School events calendar and coordinate scheduling of events across the unit.
• Develop and maintain planning resources, timelines, and documentation that support consistent program implementation.
• Track participation metrics, event attendance, and engagement indicators.
• Compile event summaries and reports to support evaluation and improvement of Graduate School programming.
• Ensure events are executed in compliance with university policies and procedures.

Budget and Vendor Coordination

• Assist with development and monitoring of event budgets in coordination with the Graduate School Business Manager.
• Track event-related expenses and ensure event budgets are reconciled within 1 week following an event.
• Coordinate vendor services and assist with procurement processes related to event planning. This position will work regularly with multiple local and national businesses and often acts as the primary point of contact and representative of the Graduate School.

Collaboration and Institutional Support

• Work with Graduate School communications staff to promote events through digital communications and outreach channels.
• Provide coordination support for events involving Graduate School leadership, including events involving the Dean.
• Collaborate with campus partners and administrative units to support event planning and program implementation.
• Contribute to the coordination of Graduate School initiatives that support student and community engagement.
• Other duties as assigned.

Qualifications

Required Qualifications

• Education: Bachelor's Degree
• Experience: Experience in event planning, program coordination, project management, or related administrative work

Knowledge, Skills, Abilities:

• Strong organizational and time management skills with the ability to manage multiple projects simultaneously
• Strong written and verbal communication skills
• Ability to coordinate multiple stakeholders, competing priorities, and deadlines
• Proficiency with standard office software and event coordination tools
• Knowledge of event planning and program coordination principles
• Ability to coordinate logistics and independently coordinate complex projects and events; ability to respond effectively to changing priorities and challenges.
• Strong interpersonal and collaboration skills
• Ability to maintain a high level of attention to detail in planning and implementation
• Ability to develop and improve processes that support program efficiency
• Ability to analyze participation and engagement data to inform program improvements

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

• Experience: Experience planning events in a higher education environment
• Experience supporting student engagement or professional development programming
• Experience coordinating budgets and working with vendors or service providers
• Experience supporting cross-campus initiatives or collaborative programs
• Knowledge, Skills, Abilities: Familiarity with higher education environments and student engagement programming

Work Location: Knoxville, TN

Onsite, Hybrid, or Remote – Onsite

Compensation and Benefits

• UT market range: 07
• Anticipated hiring range: $49-$52K
• 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
• 3 Professional References