Operations Admin & Events Coordinator

University of Tennessee, Knoxville; Knoxville (TN); On-site; USD 36,000 - 48,000; Full time

Job summary

The University of Tennessee, Knoxville, seeks an Administrative Support Specialist for the Operations Division to assist the Deputy Chief of Operations with administrative tasks, event coordination, and reporting for patrol and special events operations.

Responsibilities include processing purchase requests, maintaining files, creating event postings, reconciling rosters, coordinating with external agencies, and preparing materials for briefings and grants.

Qualifications

• Good written and verbal communication skills.
• Positive interpersonal skills.
• Decision making skills.
• Active listening skills.
• Strong computer skills including data entry, Excel proficiency, basic knowledge of Word and Adobe Professional.

Responsibilities

• Assist with purchase requests for non-quartermaster items needed in the operations division.
• Assist with general administrative reporting needed for operations division.
• Assist with correspondence needed for operational division; create and update event postings in the extra-duty scheduling system using information provided by Special Events supervisors and add information to ledger.
• Reconcile final special event rosters with staff billed for accuracy.
• Assist with distributing approved event communications.
• Assist with outside-agency coordination, including distributing event opportunities, collecting rosters, updating contact lists, and confirming receipt of event information.
• Prepare event and command-post materials, including sign-in sheets, briefing packets, contact lists, assignment lists, forms, maps, and other supporting documents.
• Maintain organized electronic files, including staffing records, rosters, correspondence, briefing materials, completed forms, and after-action documentation.
• Compile Special Events information and reports, including the number and types of events, staffing levels, vacancies, outside-agency participation, and other operational data requested by leadership
• Assist with administrative duties needed to hire special event temporary staff
• Assist with gathering reporting information needed for grant submissions
• Compiling relevant statistics and narrative summaries for grant submissions
• Other administrative operational duties as assigned

Skills

Written communication

Verbal communication

Interpersonal skills

Decision making

Active listening

Data entry

Excel

Word

Adobe Acrobat

Education

High School Diploma

Tools

Excel

Adobe Acrobat

Job description

The University of Tennessee, Knoxville, seeks an Administrative Support Specialist for the Operations Division to assist the Deputy Chief of Operations with administrative tasks, event coordination, and reporting for patrol and special events operations.

Responsibilities include processing purchase requests, maintaining files, creating event postings, reconciling rosters, coordinating with external agencies, and preparing materials for briefings and grants.