Events Coordinator - Conferences and Events Services - UTK

Assist in planning and organizing a wide range of events, including but not limited to conferences, workshops, seminars, cultural events, ceremonies and campus-oriented activities. Plan and manage processes for events by planning, scheduling, and leading the staffing for each event. Prepare contract with client to include negotiations on pricing, and all event details. Oversees all logistical details of the assigned events from contract to invoice. This position will work with students and temporary staff to execute the event. When needed will work with all events including virtual and hybrid events. The position will also assist with general office duties and other projects as assigned.

• Plan and manage processes for registration events by planning, scheduling, and leading the staffing for each event.
• Prepare contracts for hosting events with client to include negotiations on pricing and event details.
• Working with event softwares, managing communication with coworkers, hospitality partners, clients, vendors, facilities, and providers
• Working with word processing, spreadsheets, registration software, event software
• Liaise with vendors, suppliers, and service providers to negotiate contracts and secure necessary resources, such as catering, audiovisual equipment, and event décor
• Management of event planning process and implementation on-site. This can include non-traditional and long work hours including nights and weekends and is dependent on the event. Managing event staff, including student workers. Management responsibilities will include oversight of conference budgets, procurement, vendor relations, client and customer relations, risk management activities, contract negotiations and staff management. Plan and implement event logistics for in-person campus events and large-scale summer events when needed.

Required Qualifications

• High school education
• At least 2 years of professional experience in event planning, project coordination, or administrative support
• Experience and ability to prioritize and manage multiple events or tasks simultaneously while meeting deadlines and maintaining attention to detail

Knowledge, Skills, Abilities:

• Ability to manage time well and multi-task.
• Detail oriented and strong team player.
• Skilled in word processing and spreadsheets.
• Ability and willingness to learn new skills and software, excellent communications skills, pleasant attitude, excellent customer service skills.
• Ability to use Microsoft Word, Excel, and PowerPoint in an office setting.
• Ability to drive a variety of vehicles including cars and large vans.

Preferred Qualifications

• Bachelor’s degree
• 3-5 years of progressively responsible experience in event planning, program coordination, or a related role with significant focus on large-scale or high-visibility events

Knowledge, Skills, Abilities:

• Knowledge of higher education systems
• Ability to manage time
• Skilled in word processing and spreadsheets
• Ability and willingness to learn new skills and software
• Excellent communication skills, pleasant attitude, excellent customer service
• Excellent written, oral, electronic and telephone communication skills

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 visa status.

Work Location

• Location: Knoxville, TN
• Onsite

Compensation and Benefits

• UT market range: MR 07
• Anticipated hiring range: Commensurate with education and experience
• 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

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 that attract and retain a diverse community and that support a culture where everyone matters and belongs.

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!