Events Coordinator: Advising Services, College of Arts & Sciences - UTK

The purpose of this position is to uphold the overall mission of Arts and Sciences Advising Services, to provide administrative coordination for events important to the College of Arts & Sciences, to review and set student profile data in Banner 9, to construct usable reports from data pulled from ARGOS and Vol Connect, to support the Associate Director, Assistant Director, and Recruitment Coordinator in the fulfillment of their responsibilities, to work effectively in a team environment, to ensure the main advising office is prepared and functional to serve the needs of our campus community, to serve as a resource to the campus community by answering questions on procedures, providing referrals, training new advising staff, and delivering College and University information.

Event Coordination

• Maintain a list of commonly used venues, make decisions on booking appropriate venues for key events, reserve space in 25 Live, coordinate any facilities needs and place orders with approved vendors when necessary.

• Maintain a list of approved vendors, including items and menus ordered in the past from those vendors, and contact information at those entities.  Decide on catering needs and place orders.  Ensure invoices are paid.

• Keep clear budgetary records and make financial decisions including supplies to be ordered, catering, setup costs, printing, give-a-ways, etc. Maintain inventory and organization of any excess materials.

• Request and collect RSVPs for events.  Confirm any exchange of money included in RSVP is happening within appropriate guidelines and is connected with the correct University account.  Collect and maintain appropriate records of food allergies and preferences for event participants.

• Be the primary contact on email and phone communication when students, families, or faculty/staff have questions or needs about the event.

• Provide initial recommendations on promotion of events, including creating flyers, digital content, website language, and social media blasts.

• Create drafts for any publications associated with the event, including handouts, agendas, student certificates, plans, sign-up sheets, etc.

• Request volunteers for event and coordinate the expectations of volunteers prior to the event.

• Provide support during events by being visible and available when needs arise, as appropriate with office coverage schedule.

• Create an internal and external schedule for "day-of" the event.

• Participate in any planning meetings at the request of a Director. 

• Create an assessment for the event, track responses, and create a report after the event outlining ideas for future changes.

Administrative

• Serve as a front-line resource to students, parents and families, faculty, advisors, and student workers by answering questions via phone or e-mail on procedures, referrals, college and university information, and assisting in problem solving. 
• Become familiar with common questions and documents related to Arts and Sciences Advising Services and assist students, faculty, families/guests, advisors, and community members as needed.
• Schedule advising appointments for students with the correct academic advising unit to best meet their needs.
• Understand the role of other campus units that engage in student success initiatives and refer students and family members to other campus units when appropriate to meet the needs of the student.
• In conjunction with fellow Administrative Professionals in Arts & Sciences Advising Services, handle issues regarding coverage and scheduling for the office; provide a welcoming and encouraging space for students, family members, and faculty; serve as a role model for student workers and help to direct their work load.
• Assist in special student problems at front desk or over phone/e-mail and refer to appropriate advisor and/or Director
• During office closures, ensure the messaging on our website, telephone, and office door is appropriate, helpful, and up to date.
• Be responsible for the organization and cleanliness of the main front desk/ cabinets, entrance way, and mailbox area, in the main office of Arts & Sc