Temp Event Services Coordinator – Graduate and Executive Education (GEE)
Haslam College of Business
Regular Full-Time, Market Range 5,
MULTIPLE POSITIONS AVAILABLE

The Haslam College of Business (HCB) at the University of Tennessee, Knoxville, invites applications for a Temp Event Services Coordinator (Full-time, Non-exempt) in the Graduate and Executive Education Office. Reporting to the 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. 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 the 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.
• 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.
• 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 and Experience:
  • Bachelor’s degree (or equivalent experience) required. Minimum of 2 years of work experience required preferably in hospitality or higher education area.
• Desired Qualifications and Experience:
  • Master's Degree preferred. Direct experience with customer service and cross-functional teams is preferred. Program Execution Support preferred. Higher education and executive education experience preferred.

WHO WE’RE LOOKING FOR

We are looking for someone who has a hospitality focus and is passionate about providing outstanding customer service to our students, faculty, staff and guests. The right candidate is someone who is; very detailed oriented, punctual, understands time sensitivity and is able to communicate any situation in a positive manner. This individual must understand that Event Planning includes everything from ordering menus and establishing relationships with vendors to setting up meeting spaces, taking the trash out, moving tables and setting up quiet spaces for customers who need those spaces. This person must be service focused and is a key member of the team serving college departments, executive students and other guests. GEE has been ranked #1 for Executive Education in the country for Service and Facilities and we are looking for someone who will continue to support our efforts to retain that #1 ranking!

Knowledge, Skills and Abilities:

• Required:
  • Excellent organizational and interpersonal skills, as well as outstanding oral and written communication skills. Strong attention to detail and time management required.
• Preferred:
  • Event planning experience, excellent customer service and attention to detail.

Application Process:

The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. Screening of applicants will begin immediately and will continue until the position has been filled.

Interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for 3 professional references.