Office Coordinator: Baker School of Public Policy and Public Affairs - UTK

University of Tennessee•Knoxville, TN

11h•Onsite

About The Position

This position provides front-line customer service, administrative support, and office management support for the Baker School and its auxiliaries, including the Institute of American Civics (IAC), the Center for Energy, Transportation and Environmental Policy (CETEP) the Center for National Security and Foreign Affairs (NSFA), and the Tennessee Center for Local Governments. This position is the first point of contact for the School and, as such requires a great deal of coordination of information and activities to know how to effectively direct customers. It is crucial that this position understands the purposes and the participants of the many events, including classes, that occur in the Baker building. This position often serves as a trouble-shooter for visitors, faculty, staff, and students and must develop action plans based on the information provided. This role serves as the School's receptionist and provides support with day-to-day operations of the business office. This role provides critical updates on school-wide processes and facilities. The position provides support with all events, including logistical coordination of searches, seminars, and ad hoc events.

Requirements

High school diploma or equivalent with 4 years of clerical or office experience
Knowledge of Microsoft Office (Outlook, Word, Excel)
Knowledge of office procedures and administrative systems
Skill in organization and time management with the ability to prioritize competing tasks
Skill in written and verbal communication
Skill in customer service and interpersonal interaction
Ability to work effectively with a wide range of constituents
Ability to exercise tact, professionalism, and sound judgment
Ability to maintain confidentiality and discretion
Ability to problem-solve and apply knowledge of procedures
Ability to work independently and as part of a team
Ability to learn and use institutional systems and tools

Nice To Haves

Associate's degree
2 years experience in a professional setting, particularly in higher education.
Knowledge of room scheduling systems (e.g., 25Live or similar)
Skill in coordinating logistics and managing multiple requests
Skill in managing high-volume communications
Ability to troubleshoot basic technical and AV issues
Knowledge of higher education or complex organizational environments
Ability to demonstrate a strong commitment to customer service excellence

Responsibilities

Serve as first point of contact; assess needs and determine response or escalation
Manage main phone line and shared inboxes; triage and route inquiries
Coordinate mail and package distribution
Maintain directories, distribution lists, and procedural manuals
Draft correspondence for School and Center leadership
Monitor office supplies and coordinate ordering and vendors
Maintain shared office spaces (reception, supply areas, workrooms)
Supervise student employees, including training and task coordination
Maintain equipment inventory and checkout processes
Provide administrative support to Center leadership and backup executive support
Prioritize workload and implement process improvements within scope
Coordinate room reservations and resolve scheduling conflicts
Serve as point of contact for facilities, vendors, and space readiness
Liaise with facilities, IT, and custodial services to resolve issues
Provide basic technical and AV support; escalate as needed
Support building operations (access, surplus, deliveries)
Coordinate visitor and stakeholder parking
Assist with onboarding logistics (workspace setup, access)
Maintain shared spaces (conference rooms, kitchens, common areas)
Support sustainability initiatives (e.g., composting, plants)
Troubleshoot and resolve operational issues within guidelines
Coordinate internal meetings, seminars, and events
Schedule meetings and manage space reservations
Prepare agendas and meeting materials
Coordinate catering, setup, and cleanup
Provide AV setup and troubleshooting
Support faculty, staff, and internal programs logistically
Monitor events and address issues as they arise
Assist with post-event follow-up and documentation