Operations Coordinator, ORIED Core Facilities Program - UTK

University of Tennessee•Knoxville, TN

1d•Onsite

About The Position

The Office of Research, Innovation, and Economic Development (ORIED) at the University of Tennessee, Knoxville (UT ) is seeking an Operations Coordinator (OC) to support the Core Facility Program (CFP) through programming, event coordination, administrative duties. Supporting to the leadership team of the CFP, this position provides comprehensive support across human resources, business administration, and event planning and coordination. The OC will work closely with core facility lab managers, faculty and student researchers, and external academic and industry partners to ensure efficient operations and exceptional service delivery. This role is integral to maintaining a professional, customer-focused image for the CFP and requires a high level of professionalism, discretion, and responsiveness. This role requires someone to be adaptable, detail-oriented, and proactive, with the ability to manage multiple priorities and drive initiatives forward effectively. This position requires independent problem-solving and critical thinking to complete assignments. Work is prioritized based on the objectives & goals of the CFP department and is performed independently under general supervision. This position is not open to fully remote work.

Requirements

High school diploma
Four years relevant work experience in business operations, human resources, event planning or other relevant role
High School diploma or GED
Exceptional communication skills, both written and verbal, with the ability to engage effectively with diverse internal and external stakeholders.
Demonstrated commitment to customer service excellence, maintaining professionalism and responsiveness in all interactions.
Strong organizational, analytical, and problem-solving abilities, with keen attention to detail and accuracy.
Ability to interpret and follow written instructions & procedures independently.
Effective time management skills, with the ability to balance multiple priorities and meet deadlines in a dynamic environment.
Proven ability to work both independently and collaboratively, exercising sound judgment and initiative.
Working knowledge of basic accounting and financial principles, including budgeting and expense tracking.
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

Nice To Haves

Associate's Degree or Bachelor's Degree
Associate's degree with two years or bachelor's degree with one year of relevant work experience.
Experience in an academic environment.
Knowledge of University policies and procedures
Ability to interpret complex policies and procedures and how they impact this program
Excellent multitasking skills
Ability to think critically and provide out the box solutions

Responsibilities

Collaborate with the Research Finance and Administration (RFA) team in ORIED to prepare and manage position requisitions, job postings, and related documentation for CFP positions, serving as the human resources point of contact for CFP.
Provide comprehensive administrative support for searches, including candidate communication, interview scheduling, and travel coordination.
Oversee HR life cycle activities such as on-boarding, performance management, employee relations, and professional development for CFP personnel.
Serve as administrative support to the Assistant Director of the CFP and the Senior Director for Innovation and Core Facilities, including calendar management, meeting coordination, and event scheduling.
Manage daily administrative operations, including mail sorting and distribution within SERF and maintenance of departmental copier usage reports.
Screen and respond to correspondence, including phone calls, emails, and in-person inquiries, ensuring timely and professional communication on behalf of CFP leadership.
Act as a liaison between CFP leadership and internal/external partners, ensuring clear communication and effective coordination of shared initiatives.
Support special projects and initiatives by coordinating resources, tracking progress, and ensuring deliverables are met on schedule.
Assist with travel coordination for CFP staff and visitors, including arranging transportation & lodging and processing reimbursements in accordance with University travel policies.
Provide purchasing support for equipment, materials, and supplies, including preparing purchase requests, obtaining quotes, and verifying receipt of goods and services.
Manage and reconcile procurement card transactions, ensuring accurate documentation, timely submission, and compliance with University fiscal policies and procedures.
Serve as the primary point of contact for deliveries, maintaining accurate packing slip documentation and resolving order discrepancies or issues with vendors.
Maintain vendor relationships to support efficient purchasing processes and high-quality service.
Manage Stratocore billing system, including creating & updating internal user profiles, groups, and accounts.
Ensure all Stratocore descriptions and names reflect CFP naming conventions to ensure ease of pulling Stratocore data into usable reports.
Support equipment inventory management, including coordinating asset tagging, asset creation, surplus transfers, and record maintenance for audit readiness.
Receive and log check payments, and process deposits.
Coordinate with OIT and Facilities Services to initiate service requests.
Independently identify problems and take initiative for resolution; research & work with the appropriate person to resolve problems.
Serve as a departmental backup to other administrative staff, providing coverage and cross-functional support as needed.
Plan, organize, and execute a variety of internal and external events, meetings, and workshops in support of the Core Facility Program (CFP)
Manage event finances, including vendor payments, hospitality services, and associated expenses, ensuring fiscal responsibility and compliance with University policies.
Manage CFP conference room scheduling
Coordinate event logistics, including venue selection, catering, audiovisual support, accommodations, and registration processes, while ensuring clear and timely communication with participants and stakeholders.
Provide on-site support for in-person events and coordinate technical and logistical aspects for virtual events to ensure seamless execution.
Develop, document, and refine event coordination processes, incorporating lessons learned to improve efficiency, consistency, and overall event quality.
Maintain electronic & physical records in accordance with University & departmental policies; follow all CFP naming conventions for filenames, descriptions, line text, etc to ensure ease of pulling accounting data into usable reports as well as identifying backup files.
Other duties as assigned.