Events and Facility Coordinator - Student Union - UTK

About the role

This position serves as a lead professional staff member responsible for the day-to-day operations, event management, and facility oversight of the Student Union, ensuring a safe and welcoming environment for all users.

Responsibilities

• FACILITY OPERATIONS, EVENT MANAGEMENT, AND ADMINISTRATION:
  • Provide facility oversight and management for events/meetings scheduled to utilize Student Union space, serving as lead professional staff person when other professional Union staff are unavailable.
  • Coordinate with other Student Union professional staff to maintain continuity/consistency of Union services, operations, and event support.
  • Engage in pre-event planning by providing consultation, guidance, and direction to users regarding event logistics, facility policies, and available resources.
  • Facilitate event support including audio-visual, technical, and event furniture set-up for Student Union users.
  • Supervise an operational functional area within the Student Union (event set-ups, loading dock, Info Desk, Box-Office; Student Building Manager Program, Recreation Area).
  • Aid in event crowd management.
  • Monitor services, safety, and security of Student Union to ensure a welcoming environment for all users.
  • Identify and resolve immediate operation issues within the facility.
  • Diffuse difficult situations with creative problem solving, making exceptions to policies/practices/procedures when appropriate.
  • Clear and secure Student Union at closing, ensuring all facility spaces are locked.
  • Analyze, enforce, and make recommendations regarding building policies and procedures that enhance the student experience and support the mission of the Student Union.
• PERSONNEL MANAGEMENT AND STUDENT STAFF DEVELOPMENT:
  • Supervise an operational functional area within the student employment team (event set-ups, loading dock, Big Orange Tix, Info Desk, Box-Office, Student Building Manager Program, Recreation Area) and ensure effective event support services, and operations throughout the Student Union.
  • Aid in the coordination of the student employee program including recruitment, hiring, training, scheduling, supervision, and evaluation of 100+ student employees.
  • Develop and facilitate comprehensive training programs focused on operational procedures, customer service, leadership development, risk management, problem-solving, and student learning outcomes.
  • Ensure appropriate testing and training on all technical systems, procedures and policies.
  • Provide ongoing coaching, mentoring, and developmental feedback to student employees to support both job performance and personal growth.
  • Manage the student staff budget, approve payroll, develop/maintain operating and training manuals, and provide direction to building facility and custodial services staff.
• STUDENT LEARNING, DEVELOPMENT, AND CO-CURRICULAR ENGAGEMENT:
  • Design, implement, and assess co-curricular learning experiences that occur through Student Union programs, services, facilities, and signature events.
  • Collaborate with campus partners, student organizations, and Student Union staff to develop educational opportunities that promote student engagement, leadership development, belonging, civic responsibility, and/or transferable professional skills.
  • Integrate student learning outcomes into Student Union programs and event experiences and assess the effectiveness of these experiences in advancing student development goals.
  • Facilitate reflection, coaching, and experiential learning opportunities for student employees and student leaders involved in Union operations and programs.
  • Contribute to the planning, execution, and evaluation of Student Union signature events, ensuring these initiatives intentionally support student learning, community building, and co-curricular development.
  • Utilize assessment data and student feedback to improve programs, services, and learning outcomes associated with Student Union initiatives.
• OUTREACH & OTHER:
  • Interact with students, faculty, staff, and guests.
  • Collaborate with the marketing and communication team in order to effectively communicate and market opportunities connected to the Student Union.
  • Build positive working relationships with campus and community partners by managing on-site facility and customer relations issues, conflicts, and problems.
  • Serve on university/division committees and initiatives.
  • Maintain equipment inventory control system for building furnishings, AV technical equipment, and Student Union art gallery collection.
  • Aid in research and development of proposals for purchase of new equipment and serve as liaison to vendors during installation of new equipment.

Qualifications

• Required Qualifications:
  • Education: Bachelor’s degree.
  • Experience: Experience in event operations or facility management. 4 years’ facility management experience may substitute for degree.
  • Knowledge, Skills, Abilities: Ability to work with diverse constituencies, prioritize multiple work responsibilities in time-sensitive situations, work with limited supervision, supervise and delegate work to student staff, exercise good judgment, handle different situations with confidence and leadership, and be flexible; Knowledge of facility and event management, PC and Mac operating systems, and Microsoft Office suite; Strong verbal and written communication skills, customer service skills, and interpersonal skills.
  • Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.
• Preferred Qualifications:
  • Education: Master’s degree.
  • Experience: Direct and relevant experience working with multi-functional facilities; Experience building collaborative partnerships; Exposure to College Union programs.
  • Knowledge, Skills, Abilities: Knowledge of the role of, trends, and best practices related to student union operations, facility management, event management; Knowledge of event management software; Knowledge of audio consoles and systems, and/or theatrical lighting boards and systems.

Benefits

The University of Tennessee offers competitive benefits including health insurance, retirement plans, paid time off, and more. Details can be found here.