Administrative Associate / Event Coordinator: College of Arts & Sciences - UTK

This position will work as part of CAS Support Services and perform all administrative functions, office management, and assist with financial planning and oversight of funds for the Department of Africana Studies. Event Coordination / Development / Promotion • Plan, organize, and execute events and meetings • Develop procedures and protocols for events • Coordinate event logistics, meeting with the faculty host to organize the event and related itineraries, and manage the logistics to include: coordinating finding suitable locations, arranging travel for guests (transportation and lodging), arranging catering/food, audio visual equipment, security, parking, and clean up • Coordinate pre-event and on-site communication with hosts, participants, staff, administrators, and vendors • Build and maintain relationships with key vendors and university partners before, during and after events • Maintain calendar of events in order to provide effective long-term planning and event management, anticipating competing events and prioritizing planning to ensure each event is successful • Manage event deadlines, tracks progress, and ensures event stays on track • Work closely with communications, administration and finance staff to oversee and facilitate event processes • Supervise, direct and coordinate the activities of personnel and vendors as required to execute all aspects of events • Work with campus partners on safety and security goals and plans for events • Perform post-event strategic analysis, including budget recaps and results of participant feedback to assess the success of the event, determining where improvements are needed and adjusting future strategies based on these determinations • Partner with CAS Communications to ensure compliance with University communications-related policies and guidelines, such as UT branding, to develop event promotion plans and resources for CAS Shared Services departments • Compile information to send to CAS Communications: abstract, promotional biographies, pictures, event details (time, date, location, etc. Education and Experience: Associate’s degree with a minimum of 4 years of administrative work and event planning or hospitality experience. Knowledge, Skills, Abilities: • Excellent leadership, administrative, and problem-solving skills • Outstanding interpersonal, verbal and written communication skills, with the proven ability to work collaboratively as a team player as well as develop and foster communication and teamwork with a diverse audience • Strong customer service skills, attention to detail and time management • Proficiency in using Microsoft Word, Excel spreadsheets, databases, and accounting software and demonstrated ability to learn new software and processes • Event planning skills and experience • Demonstrated ability to plan and manage budgets • Strong project coordination skills with the ability to create comprehensive event timelines from conception through follow-up • Excellent problem solving and analytical skillsAbility to manage and organize multiple projects 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.