Operations Support Specialist

Tennessee Board of Regents; Nashville (TN); Hybrid; USD 45,000 - 60,000; Full time

Job summary

A leading educational institution is seeking an Operations Support Specialist to manage events and support operational functions within the Department of Government and Public Relations. This role involves project management, logistical planning, and ensuring brand alignment for various high-profile events. The position allows for remote work within Tennessee, with occasional travel required.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Experience with event planning and project management.

Responsibilities

• Support daily project management activities and procurement needs.
• Coordinate logistical components for assigned events.
• Serve as the coordinator for major events hosted by the Office of External Affairs.

Skills

Communication

Organizational Skills

Time Management

Education

Bachelor’s degree

Job description

Title: Operations Support Specialist

Employee Classification:Executive/Admin & Managerial

Institution:System Office

Department: External Affairs

Campus Location: Tennessee Board of Regents System Office

Job Summary

The Operations Support Specialist- Workforce Development is responsible for planning, coordinating, and executing key events and supporting operational functions within the Department of Government and Public Relations. Reporting administratively to the Manager of Marketing Operations, this position plays a vital role in ensuring efficient internal operations and impactful external engagement.

The position supports daily project management and procurement activities, in addition to the logistical planning and execution of a variety of high-profile events, including the annual Statewide Outstanding Achievement Recognition (SOAR) Awards, quarterly board meetings, presidents’ meetings, TBR Days on the Hill, and statewide workforce development convenings. This role ensures all events are well-organized, align with TBR branding and messaging standards, and deliver a seamless experience for both internal and external stakeholders.

This position may have the opportunity to work remote within the state of Tennessee but with periodic visits to the TBR System Office (Nashville, TN) at the employee’s expense, and potential travel to Tennessee TBR colleges may be necessary.

Job Duties

• 50% - Administrative and Operational Support Support daily project management activities, including job sheet creation, task management, progress tracking, and follow-up. Also assists with all procurement needs, from bidding processes to the tracking and execution of recurring purchases. Provide administrative and operational support related to events and other Office of External Affairs’ initiatives. Maintain event calendars and timelines, monitor and reconcile event-related budgets, and coordinate the production of materials such as agendas, name tags, and packets. Serve as a point of contact for event inquiries and provide staffing support for quarterly board meetings. - (Essential)
• 25% - Logistics Support Coordinate logistical components for assigned events, including venue selection and setup, catering, audiovisual needs, travel and lodging arrangements, registration processes, signage, printed materials, and day-of coordination. This includes both in-person and virtual events. The position works proactively to troubleshoot issues, maintain organized workflows, and deliver seamless experiences for all attendees, presenters, and stakeholders. - (Essential)
• 15% - Event Support Serve as the coordinator for major events hosted by the Office of External Affairs, including the annual Statewide Outstanding Achievement Recognition (SOAR) Awards, TBR Days on the Hill, quarterly board meetings, presidents’ meetings, and statewide workforce convenings. Responsibilities include developing project timelines, managing logistics, coordinating with venues, and ensuring all aspects of events reflect the strategic goals and values of the Tennessee Board of Regents. The position ensures that all events are executed with professionalism, timeliness, and a high level of attention to detail. - (Essential)
• 5% - Brand Alignment and Communication Support Work closely with the Manager of Marketing Operations, Directors in the Department of Government and Public Relations, and the AVC to ensure that each event’s messaging, materials, and execution align with TBR’s mission and brand standards. This includes reviewing presentation content, coordinating event communications, and supporting the development of event-related promotional materials. - (Essential)
• 5% - Perform other responsibilities as assigned. - (Marginal)

Minimum Qualifications

• Bachelor’s degree, or equivalent combination of education and experience

Preferred Qualifications

• Experience with event planning and project management
• Experience working in or with higher education institutions
• Experience working in or with a community college

Knowledge, Skills, and Abilities

• Strong written and verbal communication skills, with the ability to exercise sound judgment;
• Strong prioritization and organizational skills, with the ability to manage multiple tasks efficiently;
• Effective and professional communication with senior administrators, staff, students, and the public;
• Excellent time management abilities;
• Proven ability to handle confidential information with discretion; and
• Ability to travel occasionally within the state for quarterly board meetings, presidents’ meetings, and related events.

Physical Demands / Working Conditions