Campus Events Administrative Coordinator, Event Services: UTIA

University of Tennessee; Knoxville (TN); On-site; USD 25,000 - 28,000; Full time

Job summary

University of Tennessee in Knoxville is seeking an Administrative Coordinator for Campus Events to ensure smooth delivery of events, meetings, conferences, and campus activities. You will manage event requests, 25Live records, and logistics across multiple partners.

Responsibilities include coordinating spaces, assisting a diverse audience, and supporting facility readiness while maintaining organized event documentation and ongoing process improvements.

Qualifications

• 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.

Responsibilities

• Coordinate event logistics, prepare spaces, confirm room arrangements, and provide on-site support before, during, and after events.
• Process event and facility requests in 25Live and other approved systems; maintain calendars and update customers.
• Assist faculty, staff, students, visitors, vendors, and community members with reservations, procedures, parking, access, and services.
• Collaborate with facilities, custodial, IT, parking, and service providers to ensure spaces and services are ready.
• Set up and breakdown tables, chairs, staging, and registration areas; conduct walkthroughs; address on-site issues.
• Maintain event files, forms, templates, inventories, and routine reports; track expenses and prepare invoices.

Skills

MS 365

Event scheduling

Customer service

Record keeping

Communication

Education

Associate degree + 2 years experience

Bachelor's degree (preferred)

Tools

25Live

Job description

Reporting to the Manager, Event Services, the Campus Events Administrative Coordinator implements established plans and procedures, so 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.

What You'll Do

• Bring event plans to life. Coordinate assigned logistics, prepare spaces, confirm room arrangements, and provide hands-on support before, during, and after events.
• Keep reservations and schedules on track. 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.
• Be a helpful first point of contact. Assist faculty, staff, students, visitors, vendors, and community members with questions about reservations, event procedures, parking, facility access, and available services.
• Coordinate across campus. Work with facilities, custodial services, information technology, parking, and other service providers to help ensure spaces and services are ready.
• Support smooth event operations. Set up and break down tables, chairs, staging, registration areas, displays, signage, materials, and related equipment; conduct walkthroughs; and help address routine issues on site.
• Keep information organized and useful. Maintain event files, forms, templates, inventories, and routine reports; track expenses; and prepare invoice, purchasing, and reconciliation documentation for review.
• Help us improve. Identify practical ways to strengthen scheduling, forms, customer service, facility use, and event-support workflows, and share recommendations with the Manager.

Required Qualifications:

Education and Experience: 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, Skills, & Abilities:

• 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 elevate 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.

Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Preferred Qualifications:

Education and Experience: 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.

Work Location and Conditions:

Location: Knoxville, Tennessee

Work arrangement: Onsite

Schedule: First shift, with occasional evening and weekend work

A valid driver's license is required

The position requires the ability to safely move and arrange event furniture, materials, supplies, and equipment

Compensation and Benefits:

• The market range is MR04 with the anticipated hiring range to be $18.00 - $20.00
• Find more information on the UT Market Range structure
• Find more information on UT benefits