Special Events Coordinator - University Libraries

Special Events Coordinator

University Libraries, Administration & HR Office

Non-Exempt, MR07

POSITION SUMMARY

This position is located in the administration office of the University Libraries and exists to provide guidance and support for as well as planning and implementation of special events and activities throughout the Libraries. Is responsible for providing customer service to all constituents of the Libraries; including students, parents, faculty, staff, donors, alumni, other campus administrators and the general public. Oversees programming for all major Library events, activities, and workshops. Maintains close working relationships with the Foundation, Office of Communication and Marketing, and other entities. Works collaboratively as part of a team to implement processes and procedures, ensuring alignment with strategic goals. Handles a wide variety of activities and confidential matters with good judgment and discretion.

The Administration & HR Office must be covered from 8:00am - 5:00pm, Monday - Friday. This position will be expected to adjust schedule to be present during events.

Qualifications:

RESPONSIBILITIES

• Event Programming:
  • Design, implement, and manage all internal and external college-wide events; Serve as liaison during events between Libraries Administration and faculty, staff, students, community, visitors, and donors
  • Manage, plan, and direct events & activities; work on high level strategies for events in partnership with Dean of Libraries, Associate Deans, Director of Special Collections, Director of Development, and others
  • Ensure event engagement continuously aligns with libraries strategic plan and the organizational mission
  • Lead Library Advancement & Special Events Roundtable (LASER) bi-weekly meetings to coordinate activities between Libraries Advancement, Libraries Marketing & Communication, UT Press, Special Collections, and deans
  • Facilitate and directs annual Library Spirit Awards throughout the 6-month planning process; creates recognition programs and activities for faculty and staff.
  • Coordinate Library Council Retreat in consultation with the Dean, Associate Dean and HR Manager for training & development (6-month planning process).
  • Plan and execute other annual events such as Boundless Artists in the Archives (in partnership with Big Ears), Wilma Dykeman Stokely Lecture, Libraries Fall Picnic, Special Collections exhibit openings, UT Press publications, etc.
  • Manage meetings, budgets, commits funds, venues, catering, communication, logistics, deadlines, contracts etc. for major & other assigned Library events, as well as day-of event coordination independently; develops run of show and script for events
  • Provides in-person support during events, many of which are held in the evenings and off-campus; facilitate behind the scenes for virtual events; provides direction and assigns roles to students and staff working the events
  • Collaborates with and serves as liaison to library units and campus departments to plan and provide programming for events and workshops (i.e. Faculty Bookplate Reception; Chancellor's Office events)
  • Coordinates, partners on, and leads planning and development for occasional regional and national meetings (such as ASERL member meeting or the upcoming ARL 2026 spring membership meeting)
  • Works closely with Libraries Annual Giving position on stewardship efforts for special events and mailings
  • Works closely with Libraries Business Service Office to complete contracts and ensure payment to vendors.
• Event Marketing:
  • Develops promotional materials to highlight events and activities; oversee production & mailing of printed pieces (event invitations, marketing and promotion);
  • Designs event invitations in coordination with Libraries Marketing & Communication team
  • Manages library correspondence including, but not limited to, Thanksgiving cards, Valentine's day cards, and birthday cards
  • Assists with the creation of yearly card designs and coordinate with Libraries Marketing & Communication
  • Writes articles and schedule content on events for the monthly E-newsletter
  • Serves as liaison between Libraries Advancement and Libraries Marketing & Communication
  • Creates and produces marketing materials to announce new employees to internal and external constituents; schedules photo shoots with new hires
  • Develops and maintains metrics on the effectiveness of events and promotional materials.
• Library Administration Office Responsibilities:
  • Serves as liaison to Libraries Administration & HR, Libraires Business Services Office, Libraries Advancement and Libraries Marketing & Communication
  • Develops and administers organizational excellence & employee engagement activities related to the Libraries' Strategic Plan.
  • Coordinates guest travel for events and speakers; facilitates management and guest traveler understanding of travel procedures; serves as back-up to coordinate travel plans for libraries faculty and staff
  • Updates and maintains libraries organizational charts
  • Creates material and maintains web presence for Library Administration and John C. Hodges Society.
  • Serve as back-up for office coverage, including backup to reviewing IRIS transactions as needed

QUALIFICATIONS

• Required
  • High School Diploma
  • Four years of experience in a busy administrative office environment.
  • Experience in event or meeting coordination & planning.
• Knowledge, Skills, & Abilities
  • Proficiency in Microsoft and Adobe products.
  • Ability to work in an energetic environment with a variety of students, staff, faculty, and the general public.
  • Ability to multi-task and manage multiple priorities with time-sensitive deadlines.
  • Excellent written and oral communication skills, as well as customer service skills.
  • Demonstrated accuracy, attention to detail, and analytical skills.
  • Strong organizational, time management, and problem solving skills.
  • Ability to work collaboratively and maintain confidentiality.
  • Ability to work in a diverse environment.
  • Knowledge of general human resources and fiscal policies.
  • Skilled in planning and organizing events.
  • Knowledge of university style and communication standards.
• Preferred
  • Bachelor's Degree
  • Experience in an academic environment.
  • Experience using Canva.
• Preferred Knowledge, Skills, & Abilities
  • Knowledge of UT HR policy and procedures and UT Fiscal Policy
  • Knowledge of employee development and recognition programs
  • Skilled in finance or budget

The UT Libraries champions diversity in collections and staffing. The University of Tennessee is committed to creating a welcoming environment. More information about how we put our principles of civility and community into action is available at https://www.lib.utk.edu/belonging/.

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 visa status.

Application Procedures

• A background check is required prior to hiring. In order to be considered for candidacy, you must submit a cover letter addressing the above qualifications and a current resume.

For assistance or questions about using the UT online application system, contact University of Tennessee Human Resources:

105 Student Services Building, Knoxville, TN 37996-0213

Office Hours are 8:00 a.m. to 5:00 p.m.

(865) 974-6642