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University of Tennessee, Knoxville · 2 days ago

Operations Coordinator, ORIED Core Facilities Program - UTK

Knoxville, TN

Full-time

Onsite

Mid Level

4+ years exp

The University of Tennessee, Knoxville is seeking an Operations Coordinator to support the Core Facility Program through various administrative and operational duties. This role involves collaborating with internal and external partners, managing event logistics, and providing comprehensive support to ensure efficient operations and exceptional service delivery.

Higher Education

H1B Sponsor Likely

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

Qualification

Event PlanningHuman Resources ManagementMicrosoft OfficeBasic AccountingCommunication SkillsProblem-SolvingTime ManagementOrganizational SkillsCustomer ServiceAttention to DetailCollaborationCritical Thinking

Required

High school diploma

Four years relevant work experience in business operations, human resources, event planning or other relevant role

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

Preferred

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

Benefits

Career development and coaching

Continued education

An extensive list of development and training possibilities

Company

University of Tennessee, Knoxville

Glassdoor4.3

As the state’s land grant, research-intensive institution, the University of Tennessee, Knoxville, is a university that leads.

Founded in 1794

Knoxville, TN, US

10001+ employees

https://www.utk.edu

H1B Sponsorship

University of Tennessee, Knoxville has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (143)

2024 (100)

2023 (100)

2022 (83)

2021 (77)

2020 (108)