Academic Program Coordinator - Tombras School of Advertising and Public Relations - CCI- - UTK

School Logistics & Academic Support

Provide front-line customer service by greeting visitors, routing incoming calls, managing general departmental emails, and handling mail distribution.

Serve as the primary, accessible point of contact for undergraduate and graduate student inquiries, providing baseline troubleshooting for registration or timetable difficulties.

Manage local office supply inventories and handle direct, low-level vendor interactions for routine needs.

Cook up the input and adjustment of the class timetable each semester, communicating with faculty to resolve scheduling conflicts before final submission.

Prepare documents, agendas, and presentation materials for school faculty meetings.

Record and distribute accurate minutes for general faculty meetings and departmental committee sessions.

Compile documentation, feedback data, and manuals for internal use, accreditation reviews, or institutional surveys.

Act as the building and facilities contact for the school, reporting space, equipment, or maintenance issues to the college IT/facilities teams for resolution.

Manage the reservation and scheduling of school-controlled rooms, labs, and collaborative spaces for routine student meetings and student organization usage.

Aids the director in ensuring course guides are up to date and shared with faculty.

Aids the director in the onboarding of new faculty members and serves as main point of contact for adjunct faculty.

Supports the director and faculty members in curricular revisions.

Oversees the process for Vol Core designation, supporting faculty in completing applications and ensuring the requirements are being met.

Serves as primary school contact with the Registrar's Office.

Supports the director in preparing the school’s course schedule, completing necessary revisions and sharing information about courses with students.

Identifies critical issues including potential scheduling or class assignment conflicts and supports the director in resolving these issues.

Program and Event Coordination

Plan, coordinate, and execute school-level programs and events, symposia, and special lectures on and off campus.

Identify and reserve campus venues, coordinate catering, handle vendor setup details, and manage day-of event logistics and volunteers.

Cook up the fall and spring ADPR Advisory Board meetings, ensuring smooth hospitality and material preparation.

Oversee logistical arrangements for the annual professional networking trip, coordinating student registrations, itineraries, lodging arrangements, and chaperone schedules.

Create, update, and manage localized communication materials, such as flyers, internal newsletters, and digital display signage.

Collaborate with the CCI Communications & Marketing team to ensure school announcements, banners, and digital collateral align with college branding requirements.

Cook up the coordination with the Tombras Program manager for school outreach and community engagement.

Student Organization Support

Serve as the primary staff liaison and resource for departmental student clubs (e.g., AAF UTK Chapter, PRSSA) and competition teams (e.g., NSAC, Bateman Team).

Guide student leaders and faculty advisors through university event compliance, campus activities policies, and space reservation workflows.

Provide operational support for the co-directors of The Orange Room (TOR), helping coordinate its physical space, student schedules, and programmatic activities.

Cook up non-financial, program-related arrangements for competition teams and student organizations, including scheduling practice rooms, arranging guest speaker panels, and managing sign-ups.

Other/Supplementary Duties

Provide critical operational coverage and temporary administrative backup for the Administrative Specialist during peak processing periods, absences, or vacancies to ensure continuity of operations.

Perform other duties as assigned by the School Director.