Operations Support Specialist

Title: Operations Support Specialist

Employee Classification:Executive/Admin & Managerial

Institution:System Office

Department: External Affairs

Campus Location: Tennessee Board of Regents System Office

Job Summary

The Operations Support Specialist Workforce Development is responsible for planning coordinating and executing key events and supporting operational functions within the Department of Government and Public Relations. Reporting administratively to the Manager of Marketing Operations this position plays a vital role in ensuring efficient internal operations and impactful external engagement.

The position supports daily project management and procurement activities in addition to the logistical planning and execution of a variety of highprofile events including the annual Statewide Outstanding Achievement Recognition (SOAR) Awards quarterly board meetings presidents meetings TBR Days on the Hill and statewide workforce development convenings. This role ensures all events are wellorganized align with TBR branding and messaging standards and deliver a seamless experience for both internal and external stakeholders.

This position may have the opportunity to work remote within the state of Tennessee but with periodic visits to the TBR System Office (Nashville TN) at the employees expense and potential travel to Tennessee TBR colleges may be necessary.

Job Duties

• 50% Administrative and Operational Support Support daily project management activities including job sheet creation task management progress tracking and followup. Also assists with all procurement needs from bidding processes to the tracking and execution of recurring purchases. Provide administrative and operational support related to events and other Office of External Affairs initiatives. Maintain event calendars and timelines monitor and reconcile eventrelated budgets and coordinate the production of materials such as agendas name tags and packets. Serve as a point of contact for event inquiries and provide staffing support for quarterly board meetings. (Essential)
• 25% Logistics Support Coordinate logistical components for assigned events including venue selection and setup catering audiovisual needs travel and lodging arrangements registration processes signage printed materials and dayof coordination. This includes both inperson and virtual events. The position works proactively to troubleshoot issues maintain organized workflows and deliver seamless experiences for all attendees presenters and stakeholders. (Essential)
• 15% Event Support Serve as the coordinator for major events hosted by the Office of External Affairs including the annual Statewide Outstanding Achievement Recognition (SOAR) Awards TBR Days on the Hill quarterly board meetings presidents meetings and statewide workforce convenings. Responsibilities include developing project timelines managing logistics coordinating with venues and ensuring all aspects of events reflect the strategic goals and values of the Tennessee Board of Regents. The position ensures that all events are executed with professionalism timeliness and a high level of attention to detail. (Essential)
• 5% Brand Alignment and Communication Support Work closely with the Manager of Marketing Operations Directors in the Department of Government and Public Relations and the AVC to ensure that each events messaging materials and execution align with TBRs mission and brand standards. This includes reviewing presentation content coordinating event communications and supporting the development of eventrelated promotional materials. (Essential)
• 5% Perform other responsibilities as assigned. (Marginal)

Minimum Qualifications

Bachelors degree or equivalent combination of education and experience

Preferred Qualifications

Experience with event planning and project management
Experience working in or with higher education institutions
Experience working in or with a community college

Knowledge Skills and Abilities

Strong written and verbal communication skills with the ability to exercise sound judgment;
Strong prioritization and organizational skills with the ability to manage multiple tasks efficiently;
Effective and professional communication with senior administrators staff students and the public;
Excellent time management abilities;
Proven ability to handle confidential information with discretion; and
Ability to travel occasionally within the state for quarterly board meetings presidents meetings and related events.

Physical Demands / Working Conditions