Operations Specialist - Center for Global Engagement - International House

University of Tennessee, Knoxville

Center for Global Engagement - International House

Operations Specialist

Regular Full Time - Non-Exempt

Expected salary $31,000 - $38,000

The Center for Global Engagement, (CGE), is hiring an Operations Specialist for the International House, where a dedicated staff create a "home away from home" for international students. The open and positive environment, enables all students to participate in culturally diverse programs, study and learn together. CGE is comprised of six units (English Language Institute, the International House, Global Security, Risk and Resilience, International Student and Scholar Services, Programs Abroad, Global Research, Innovation and Partnerships) who are responsible for working throughout campus, across Tennessee and around the world to provide enriching and diverse international experiences for faculty, students and scholars.

The University of Tennessee, Knoxville (UTK) is Tennessee's flagship university and premier public research institution. We are an R-1 land-grant university with approximately 30,000 students, 9500 faculty and staff, 11 colleges, and over 300 degree programs. There are more than 1600 international students and scholars on the UTK campus. The University is located on a 580-acre campus in the city of Knoxville in eastern Tennessee, near the Great Smoky Mountains. The University of Tennessee Knoxville campus is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University.

The City of Knoxville is a hidden gem surrounded by eight gorgeous lakes, with a beautiful and walkable downtown, a diverse music scene including internationally recognized festivals, active neighborhoods, unique restaurants, and a robust offering of diverse cultural and outdoor activities. UTK is located within easy driving distance to the Great Smoky Mountains, Atlanta, Nashville, Asheville, Charlotte, Louisville, and Cincinnati. It is only a day's drive to Memphis, Chicago, and Washington D.C. Knoxville and the surrounding counties have a population of more than 850,000 people.

Position Summary

The International House Operations Specialist is responsible for the use and care of the International House facility and equipment. The Operations Specialist oversees room reservations, facility use for both scheduled activities and common spaces, equipment functions, and supply inventory and purchasing. This individual coordinates with other service agencies on campus to oversee the general effectiveness of the facility's operation. The Operations Specialist communicates effectively with International House staff and campus and community stakeholders and serves in a public relations capacity for the Center for Global Engagement and the university. In accordance with facility hours and operations, this employee works an afternoon and evening (until 9 PM) shift Mondays-Thursdays and works a day shift on Fridays. When classes are not in session, the facility hours adjust, and this employee works regular day shifts.

Position Responsibilities

• Room reservation

o Manage International House room reservations on 25Live.

o Maintain and post facility-wide and room-specific policies, procedures, and expectations and supervise their observance.

o Coordinate with supervisor when policies and procedures are not observed.

o Establish rapport and maintain communication with reservation requesters and holders about room and equipment needs and facility policies, procedures, and expectations.

o Identify or anticipate problems and take corrective action.

o Communicate room reservation calendar with International House staff.

o Coordinate and/or perform room setup and breakdown with International House staff.

o Coordinate and/or perform room inspections prior to and following reservations.

o Train International House staff on room reservation protocol.

o Collect and/or oversee collection of user feedback and evaluate user satisfaction; recommend methods of improvement.

o Prepare facility use reports; coordinate with International House staff to identify trends.

o Communicate with Campus Event Services, Facilities Services, and other service units as appropriate.

• Facility and equipment use and care

o Perform daily care activates for facility as needed.

o Regularly inspect and evaluate rooms and equipment to ensure smooth operations.

o Identify service needs; perform service and or coordinate with supervisor and/or Facilities Services to arrange.

o Identify or anticipate problems and take corrective action.

o Establish rapport and maintain communication with facility users; collect user feedback and evaluate user satisfaction; recommend methods of improvement.

o Monitor general facility use.

o Provide technical assistance to International House staff, users and guests.

o Observe, respond to and report unusual occurrences.

o Serve as a resource for emergency personnel.

o Communicate with Facilities Services, OIT, and other service units as appropriate.

o Occasionally work during special events to provide facility and event support.

• Supply Inventory and purchasing

o Complete regular inventory of supplies.

o Purchase supplies on-line and at local stores.

o Prepare and submit financial documentation and records according to established processes.

• Ad hoc oversight

o Perform supervisory duties in the absence of Professional Staff, reporting situations that may require attention.

• Other duties as assigned

Qualifications:

Education and Experience Required: High school diploma or GED required. At least one year of experience coordinating or managing an office or facility which may include internship and student employment. Demonstrated success providing excellent customer service.

Education and Experience Preferred: Vocational or Technical training or Associate's degree.

Knowledge, Skills and Abilities Required:

• Knowledge of International House mission, purpose, policies, procedures, and operations.

• Ability to work M-R evenings while classes are in session and in accordance with International House facility schedule.

• Skilled in attention to detail.

• Skilled in problem-solving.

• Skilled in effective communication with diverse stakeholders.

• Ability to use Microsoft Office to maintain and transmit records.

• Ability to provide technical assistance to staff and facility users.

• Ability to work independently.

• Ability to prioritize tasks effectively in consideration of time-sensitive deadlines.

• Ability to take initiative to address problems.

• Ability to respond to emergency situations properly.

• Ability to lawfully drive locally to purchase supplies.

• Ability to handle confidential matters.

• Ability to follow instructions and make decisions pertaining to room reservations and events.

• Ability to use Microsoft Office.