Administrative Associate / Event Coordinator: College of Arts & Sciences - UTK

This position will work as part of CAS Support Services and perform all administrative functions, office management, and assist with financial planning and oversight of funds for the Department of Africana Studies. Must have the ability to multi-task and supervise work study students. Acts as liaison between other campus units, including several of the interdisciplinary programs in the College of Arts and Sciences and departments which cross-list courses with Africana Studies. This position will also provide special events management for designated departments, overseeing all operational and administrative aspects of events.  This position provides communications, financial, and project management support for events of specified departments.

Event Coordination / Development / Promotion

• Plan, organize, and execute events and meetings
• Develop procedures and protocols for events
• Coordinate event logistics, meeting with the faculty host to organize the event and related itineraries, and manage the logistics to include: coordinating finding suitable locations, arranging travel for guests (transportation and lodging), arranging catering/food, audio visual equipment, security, parking, and clean up
• Coordinate pre-event and on-site communication with hosts, participants, staff, administrators, and vendors 
• Build and maintain relationships with key vendors and university partners before, during and after events
• Maintain calendar of events in order to provide effective long-term planning and event management, anticipating competing events and prioritizing planning to ensure each event is successful
• Manage event deadlines, tracks progress, and ensures event stays on track
• Work closely with communications, administration and finance staff to oversee and facilitate event processes
• Supervise, direct and coordinate the activities of personnel and vendors as required to execute all aspects of events
• Work with campus partners on safety and security goals and plans for events
• Perform post-event strategic analysis, including budget recaps and results of participant feedback to assess the success of the event, determining where improvements are needed and adjusting future strategies based on these determinations
• Partner with CAS Communications to ensure compliance with University communications-related policies and guidelines, such as UT branding, to develop event promotion plans and resources for CAS Shared Services departments
• Compile information to send to CAS Communications: abstract, promotional biographies, pictures, event details (time, date, location, etc.); submits project requests to CAS Communications
• Communicate with key stakeholders within the college to ensure event success
• Review communications strategies for events to determine effectiveness of the communications, using outcomes of this review to determine what communications channels are most effective and determine what adjustments should be made to better utilize communications resources
• Prepare files for printing and managing orders with University Printing and Mail (UPM)
• Photograph events as needed
• Prepare award certificates 
• Draft promotional and information pieces on events for newsletters and websites
• Prepare follow up communication, including thank you notes

Human Resources and Faculty Support Functions

• Assist with ensuring that department and university policies, practices and procedures are understood and followed by faculty and staff, and ensure that necessary compliance documents are submitted
• Coordinate tenure-track faculty searches with the department head, from posting, submission in Interfolio, to ensuring compliance, as well as planning logistics for candidate visits, which includes lodging and travel arrangements
• Submit postings in Interfolio and external job sites for Lecturer appointments and plan logistics for candidate visits
• Complete Recommendation for Faculty Appointment forms and processes the initial hire forms
• Coordinate compilation and preparation of tenure-track faculty tenure and promotion dossiers and lecturer promotion dossiers; serve as liaison with the College office for this process
• Prepare, complete and submit student hires, including ensuring appropriate access and space is provided
• Process personnel changes for faculty, staff and students