Special Events Project Coordinator-Space Planning & Utilization - University of Tennessee : Job Details

Market Range: 07Hiring Salary: Salary Commensurate Based on Education and Experience JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Special Events Project Coordinator in the Space Planning and Special Events Office ensures efficient use of campus spaces and seamless execution of events. This position involves coordinating special events, managing event logistics, and supporting the operational needs of the office. This position collaborates with various departments to optimize space utilization and facilitate successful events, maintaining clear communication with stakeholders and adhering to university policies. DUTIES AND RESPONSIBILITIES:

Coordinates and set-up campus spaces for events, ensuring optimal use of facilities; coordinates with departments to schedule and confirm space reservations.

Plans and oversees all logistical aspects of events, including setup, breakdown, and equipment needs.

Assists with the day-to-day operational needs of the Space Planning and Special Events Office.

Addresses and resolves any issues that arise during event planning and execution.

Maintains an accurate and up-to-date inventory of all special events equipment.

Conducts post-event evaluations to gather feedback and identify areas for improvement.

Maintains project schedules and tracks milestones.

Serves as the primary contact for inquiries related to special events.

Conducts detailed space audits to maintain accurate records.

Assists in managing event budgets, tracks expenses and provides financial reports as needed.

Collaborates with departments to understand their space relocation needs and ensures a smooth transition with minimal disruption to operations.

Maintains clear and consistent communication with event stakeholders, including faculty, staff, and external partners.

Ensures all events comply with university policies and regulations.

Performs other duties as assigned.

Qualifications: MINIMUM REQUIREMENTS: EDUCATION: Bachelor's Degree. (TRANSCRIPT REQUIRED) EXPERIENCE: Two (2) years of experience in an administrative role. Must have a valid Driver's License. (Experience in project management preferred.) KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent written and verbal communication skills.
• Superior computer skills; well-versed in Microsoft Office Suite, strong and thorough knowledge of Excel.
• Ability to work effectively under pressure.
• Ability to remain flexible and multitask on several different aspects of a project or multiple projects.
• Able to produce quality work with strict deadlines.

WORK SCHEDULE: This position may occasionally be required to work weekends and evenings. May require occasional overnight travel.