Events Coordinator: Advising Services, College of Arts & Sciences - UTK

University of Tennessee • Knoxville, TN

4d • $39,000 - $44,000 • Onsite

About The Position

The purpose of this position is to uphold the overall mission of Arts and Sciences Advising Services, to provide administrative coordination for events important to the College of Arts & Sciences, to review and set student profile data in Banner 9, to construct usable reports from data pulled from ARGOS and Vol Connect, to support the Associate Director, Assistant Director, and Recruitment Coordinator in the fulfillment of their responsibilities, to work effectively in a team environment, to ensure the main advising office is prepared and functional to serve the needs of our campus community, to serve as a resource to the campus community by answering questions on procedures, providing referrals, training new advising staff, and delivering College and University information.

Requirements

• High School Diploma with some college or business courses and a minimum of 2 years of administrative experience
• Ability to utilize computer programs such as Microsoft Word, Excel, and Adobe, to create and edit documents and reports
• Customer service skills
• Effective written and oral communications skills
• Strong organizational skills
• Ability to thrive in a fast-paced, high volume work environment while producing quality, accurate work
• Ability to serve a diverse population of students
• Ability to handle simultaneous projects, while setting and meeting deadlines
• Ability to work independently and as part of team

Nice To Haves

• Bachelor’s degree
• Some college business courses
• Work experience in a university environment
• Work experience with an online scheduling system, such as SalesForce/Vol Connect
• Ability to manage schedules through Outlook and Zoom
• Ability to organize and arrange complex data sets with attention to detail
• Ability to set and meet deadlines
• Ability to effectively communicate with internal and external offices
• High ability in written communication, editing, drafting documents

Responsibilities

• Event Coordination Maintain a list of commonly used venues, make decisions on booking appropriate venues for key events, reserve space in 25 Live, coordinate any facilities needs and place orders with approved vendors when necessary. Maintain a list of approved vendors, including items and menus ordered in the past from those vendors, and contact information at those entities. Decide on catering needs and place orders. Ensure invoices are paid. Keep clear budgetary records and make financial decisions including supplies to be ordered, catering, setup costs, printing, give-a-ways, etc. Maintain inventory and organization of any excess materials. Request and collect RSVPs for events. Confirm any exchange of money included in RSVP is happening within appropriate guidelines and is connected with the correct University account. Collect and maintain appropriate records of food allergies and preferences for event participants. Be the primary contact on email and phone communication when students, families, or faculty/staff have questions or needs about the event. Provide initial recommendations on promotion of events, including creating flyers, digital content, website language, and social media blasts. Create drafts for any publications associated with the event, including handouts, agendas, student certificates, plans, sign-up sheets, etc. Request volunteers for event and coordinate the expectations of volunteers prior to the event. Provide support during events by being visible and available when needs arise, as appropriate with office coverage schedule. Create an internal and external schedule for "day-of" the event. Participate in any planning meetings at the request of a Director. Create an assessment for the event, track responses, and create a report after the event outlining ideas for future changes.
• Administrative Serve as a front-line resource to students, parents and families, faculty, advisors, and student workers by answering questions via phone or e-mail on procedures, referrals, college and university information, and assisting in problem solving. Become familiar with common questions and documents related to Arts and Sciences Advising Services and assist students, faculty, families/guests, advisors, and community members as needed. Schedule advising appointments for students with the correct academic advising unit to best meet their needs. Understand the role of other campus units that engage in student success initiatives and refer students and family members to other campus units when appropriate to meet the needs of the student. In conjunction with fellow Administrative Professionals in Arts & Sciences Advising Services, handle issues regarding coverage and scheduling for the office; provide a welcoming and encouraging space for students, family members, and faculty; serve as a role model for student workers and help to direct their work load. Assist in special student problems at front desk or over phone/e-mail and refer to appropriate advisor and/or Director During office closures, ensure the messaging on our website, telephone, and office door is appropriate, helpful, and up to date. Be responsible for the organization and cleanliness of the main front desk/ cabinets, entrance way, and mailbox area, in the main office of Arts & Sciences Advising. Maintain inventory of necessary office supplies and work with team to order items that are out of stock - including toner and ink for the office printer. Remove outdated fliers and posters from Office walls. Twice a year, assist the Office with moving broken or extra items to surplus.
• Banner and Student Information Receive and then review requests for major, minor, concentration, catalog year, advisor, and overload changes for appropriateness and timing. Make necessary changes in Banner 9. Review for accuracy in Banner, DARS, and CPoS evaluation. Coordinate all advisor assignments for the College, keeping monthly reports of advisor case load from information pulled from Argos. Communicate with administrative staff in the Arts & Sciences departments when a student needs assistance with a declaration from their unit. Assist with Argos reports when requested from departments. Train all departmental academic advisors and college department administrative staff on Banner and Argos needs for the advising reporting needs of the departments. Assist new staff with accessing Banner and Argos request forms. Twice yearly, distribute majors, second majors, minors, and advisor list to all Arts & Sciences departments. Keep updated and distribute a running list of the links available for major/minor declaration in the College of Arts & Sciences and other University Colleges Run graduation reports in Argos as needed. Provide additional Banner 9 and Argos support to the College and advisors/ administrative staff within departments when necessary.
• Director and Recruitment Support Coordinate the calendar for the associate director including scheduling student appointments, standing meetings, and staff performance reviews, and one-on-one meetings as needed. Support the Assistant Director and Recruitment coordinator with calendar support as needed. Prepare materials to be used in conjunction with meetings and appointments, draft correspondence for signature, screen phone calls for Associate Director, Assistant Director, and Recruitment Coordinator. Maintain regular communication with Associate Director to provide a clear understanding of work-related tasks, upcoming meetings, special student circumstances, personal feedback and professional development.
• Additional Duties as Assigned: Accept and respond to any administrative requests from faculty associated with Phi Beta Kappa, including any necessary document distribution and/or mailings. Maintain a current listing of staff in the Advising Office and their birthdates (month/day), collect monthly events from Directors, and create a monthly calendar for distribution to A&S Advising Staff. Organize and communicate the process for students graduating from the College of Arts & Sciences with Honors to pick up their cord prior to the ceremony. Answer student questions within the [email protected] email account during off-peak new student advising times. Update the Arts & Sciences Advising website with any changes as needed. Once per year complete a website audit to ensure information is up to date and accurate. Assist in special projects as requested by the Associate Director or Assistant Director.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED