Campus Events Administrative Coordinator, Event Services: UTIA

University of Tennessee • Knoxville, TN

7d • Onsite

About The Position

Reporting to the Manager, Event Services, the Campus Events Administrative Coordinator implements established plans and procedures to ensure events, meetings, conferences, and campus activities are delivered consistently and efficiently. The position processes event and space requests, maintains 25Live records, coordinates assigned logistics, supports facility readiness, and provides professional service to faculty, staff, students, visitors, vendors, and community members.

The coordinator helps create a welcoming, well-organized experience for people attending activities across UTIA, connecting behind-the-scenes details from the initial reservation through event-day support. The role is based onsite in Knoxville, Tennessee, and follows a first-shift schedule with occasional evening and weekend work. A valid driver’s license is required, as is the ability to safely move and arrange event furniture, materials, supplies, and equipment.

Requirements

• Associate degree and two years of progressively responsible experience in administrative support, event support, facility scheduling, conference services, hospitality, customer service, or related work; an equivalent combination of education, training, and directly related experience may substitute.
• Knowledge of administrative support practices, customer service principles, event scheduling processes, Microsoft 365, and database or reservation systems.
• Skill in organizing detailed information, maintaining accurate records, managing competing deadlines, and communicating clearly.
• Ability to coordinate routine logistics for multiple concurrent events and projects.
• Ability to apply established policies and procedures, exercise sound judgment, and escalate non-routine matters.
• Ability to work independently within general guidelines and collaborate across departments.
• Ability to provide professional service in a public-facing university environment.
• Ability to work a flexible schedule and safely move event furniture, materials, and equipment.
• Legally authorized to work in the United States on a full-time basis without requiring now or in the future sponsorship for employment-based visa status.
• Valid driver’s license.

Nice To Haves

• Bachelor’s degree and experience supporting events in higher education, a conference center, public venue, or hospitality setting.
• Knowledge of higher education event and facility operations.
• Knowledge of 25Live or comparable scheduling software.
• Skill in tracking event expenses and operational metrics.
• Ability to support large public-facing events, conferences, and institutional ceremonies.

Responsibilities

• Coordinate assigned event logistics, prepare spaces, confirm room arrangements, and provide hands-on support before, during, and after events.
• Process event and facility requests in 25Live and other approved systems, maintain accurate calendars and event details, and communicate routine updates to customers and partners.
• Assist faculty, staff, students, visitors, vendors, and community members with questions about reservations, event procedures, parking, facility access, and available services.
• Coordinate with facilities, custodial services, information technology, parking, and other service providers to help ensure spaces and services are ready.
• Set up and break down tables, chairs, staging, registration areas, displays, signage, materials, and related equipment; conduct walkthroughs; and help address routine on-site issues.
• Maintain event files, forms, templates, inventories, and routine reports; track expenses; and prepare invoice, purchasing, and reconciliation documentation for review.
• Identify practical ways to improve scheduling, forms, customer service, facility use, and event-support workflows, and share recommendations with the Manager.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree