LDA - Special Events Coordinator - Office of Communications and Marketing - UTK

The Special Events Coordinator serves as a member of the University Events and Experiences team to carry out the university's communications and reputation-building goals through planning and management of high-profile events, campus visits and occasions that develop through the course of the year. Events are hosted by the Chancellor and other members of the campus administration and provide opportunities for engagement on campus and in the community. The position is a Limited Duration Appointment for one year.

Program planning and execution

Reporting to the Manager of Special Events and Protocol, the Special Events coordinator will serve as the lead planner for approximately 20-30 small to medium events per year (actual number is dependent on annual workload of department) and support staff for events where not serving as the lead. Events are hosted by the Chancellor and other members of the campus administration and provide opportunities for engagement on campus and in the community. 

When serving as lead planner, the coordinator will serve as the point person for all event details from initial ideation and strategic direction (guest lists, creative materials, working with university and external vendors, program development and script-writing) through the execution of event-day logistics (overseeing load-in and load-out, managing vendors, equipment/space layout, managing professional and volunteer staff).

When not serving as event lead, the coordinator will direct assigned portions of the planning and on-site processes. These duties include but are not limited to writing and editing scripts and other content; guest management; execution of plans; and on-site troubleshooting of event day logistics.

Process assessment and improvement

Collaborating with members of the Events team and university leadership, the coordinator will create, maintain and perform regular reviews of all contact/guests lists to ensure that they reflect the strategic vision and goals of the campus and institutional events (for example, partner organizations, donors, research organizations, campus leadership and community leaders).

Additionally, The Coordinator Will:

• Manage guest communication via departmental email account.
• Through research and involvement in local and national industry organizations, track current trends in events and programming including themes, catering, décor and guest management.

Vendor relationships and budget management

The coordinator will communicate regularly and maintain positive working relationships with university and external vendors about ongoing event plans and new services offered.

The coordinator will create and adhere to established event budgets and have a working knowledge of university purchasing and financial policies. 

Campus engagement and resource management

The coordinator will be an active presence on campus as an advisor and collaborator. Through positive work relationships and campus activity, the coordinator will build a broad network of campus partners to identify opportunities for strategic partnership and events needing a higher level of visibility due to institutional significance.

The coordinator will also oversee all departmental inventory, making recommendations and purchasing decisions when needed to maintain office activities as well as items that will improve efficiency of internal and on-site processes.

Required Qualifications

• Bachelor’s degree in communications, public relations, events or hospitality management, business or a related field.
• One to two years of professional event management experience is required. Demonstrated experience in event execution and work with event vendors.
• Volunteer experience may be considered based on size/scope/complexity of work completed but will not be a substitute for professional experience.
• Must be able to work nights and weekends including UT football gamedays.
• Must be able to work within a flexible schedule.
• Must have valid driver's license and vehicle.

Knowledge, Skills, Abilities:

• Exceptional attention to detail and organizational skills
• Must be able to remain calm, troubleshoot and problem-solve in fast-paced and stressful situations 
• Strategic and decisive thinker 
• Able to work independently and meet deadlines 
• Must be able to multi-task and manage multiple projects at the same time 
• Experience with catering/food service, hospitality, and customer service
• Comfortable with and adapt easily to computers, software and technology (printers, scanners, etc). Software programs used consistently include but are not limited to: MS  Word, MS Excel, Google Drive, Qualtrics, Social Tables 
• Excellent writing and communication skills 
• Personable and professional in appearance and behavior 
• Able to maintain confidentiality

Preferred Qualifications

• Experience in higher ed, particularly with senior level administration

Work Location

• Location: Knoxville, TN
• Onsite

Compensation And Benefits

• UT market range: MR10
• Find more information on the UT Market Range structure here

The university offers a highly competitive benefits package that includes health insurance and retirement plans through the State of Tennessee, generous annual and sick leave accruals, longevity pay, tuition waivers and discounts, and more. Find more information on UT Benefits here

Application Instructions

For full consideration, applicants must apply electronically and submit a cover letter, resume, and the names, email addresses and phone numbers of three references. A minimum of two references should be current or previous supervisors. Applicants selected for further consideration may be asked to submit and present a portfolio/specific example of an executed event.

About The College/Department/Division

The Office of Communications and Marketing is dedicated to advancing the university’s reputation. Staff members support the institution’s mission and goals, promote its successes and achievements, inform and engage its stakeholders, and ensure the integrity of its brand. We craft audience-focused communications based on data, best-practices, and emerging trends.

The division comprises several cross-functional teams, employing professionals with expertise in design, development, video production, content strategy, feature writing, editing, marketing, media relations, internal communication, and special events.

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!