Office Coordinator Baker School of Public Policy and Public Affairs UTK

This position provides front-line customer service administrative support and office management support for the Baker School and its auxiliaries including the Institute of American Civics (IAC) the Center for Energy Transportation and Environmental Policy (CETEP) the Center for National Security and Foreign Affairs (NSFA) and the Tennessee Center for Local Governments . This position is the first point of contact for the School and as such requires a great deal of coordination of information and activities to know how to effectively direct customers. It is crucial that this position understands the purposes and the participants of the many events including classes that occur in the Baker building. This position often serves as a trouble-shooter for visitors faculty staff and students and must develop action plans based on the information provided. This role serves as the Schools receptionist and provides support with day-to-day operations of the business office. This role provides critical updates on school-wide processes and facilities. The position provides support with all events including logistical coordination of searches seminars and ad hoc events.

ADMINISTRATIVE & OFFICE OPERATIONS

• Serve as first point of contact; assess needs and determine response or escalation

• Manage main phone line and shared inboxes; triage and route inquiries

• Coordinate mail and package distribution

• Maintain directories distribution lists and procedural manuals

• Draft correspondence for School and Center leadership

• Monitor office supplies and coordinate ordering and vendors

• Maintain shared office spaces (reception supply areas workrooms)

• Supervise student employees including training and task coordination

• Maintain equipment inventory and checkout processes

• Provide administrative support to Center leadership and backup executive support

• Prioritize workload and implement process improvements within scope

LOGISTICAL SUPPORT

• Coordinate room reservations and resolve scheduling conflicts

• Serve as point of contact for facilities vendors and space readiness

• Liaise with facilities IT and custodial services to resolve issues

• Provide basic technical and AV support; escalate as needed

• Support building operations (access surplus deliveries)

• Coordinate visitor and stakeholder parking

• Assist with onboarding logistics (workspace setup access)

• Maintain shared spaces (conference rooms kitchens common areas)

• Support sustainability initiatives (e.g. composting plants)

• Troubleshoot and resolve operational issues within guidelines

INTERNAL EVENTS & MEETING COORDINATION

• Coordinate internal meetings seminars and events

• Schedule meetings and manage space reservations

• Prepare agendas and meeting materials

• Coordinate catering setup and cleanup

• Provide AV setup and troubleshooting

• Support faculty staff and internal programs logistically

• Monitor events and address issues as they arise

• Assist with post-event follow-up and documentation

Required Qualifications

• High school diploma or equivalent with 4 years of clerical or office experience

• Knowledge Skills Abilities:

  • Knowledge of Microsoft Office (Outlook Word Excel)

  • Knowledge of office procedures and administrative systems

  • Skill in organization and time management with the ability to prioritize competing tasks

  • Skill in written and verbal communication

  • Skill in customer service and interpersonal interaction

  • Ability to work effectively with a wide range of constituents

  • Ability to exercise tact professionalism and sound judgment

  • Ability to maintain confidentiality and discretion

  • Ability to problem-solve and apply knowledge of procedures

  • Ability to work independently and as part of a team

  • Ability to learn and use institutional systems and tools

Preferred Qualifications

• Education: Associates degree

• Experience: 2 years experience in a professional setting particularly in higher education.

• Knowledge Skills Abilities:

  • Knowledge of room scheduling systems (e.g. 25Live or similar)

  • Skill in coordinating logistics and managing multiple requests

  • Skill in managing high-volume communications

  • Ability to troubleshoot basic technical and AV issues

  • Knowledge of higher education or complex organizational environments

  • Ability to demonstrate a strong commitment to customer service excellence

Work Location

• Location: Knoxville TN

• Onsite Hybrid or Remote Onsite

Compensation and Benefits

• UT market range:MR05

• Anticipated hiring range: $20.43-23.32 per hour ($)

• Find more information on the UT Market Range structurehere

• Find more information on UT Benefitshere

Application Instructions

To express interest please submit an application with the noted below attachments. To be assured of full consideration completed applications with all requested materials should be submitted on or before April 29^th 2026

• Resume

• Cover Letter

About The College/Department/Division

The University of Tennessee Knoxville is the states flagship research institution a campus of choice for outstanding undergraduates and a premier graduate institution. As a land-grant university it is committed to excellence in learning scholarship and engagement with society.

The Baker School of Public Policy and Public Affairs was established in 2023 to honor the distinguished life and legacy of Howard H. Baker Jr. a former U.S. Senator Senate Majority Leader White House Chief of Staff and Ambassador to Japan. Located in a 51000-square-foot purpose-built facility the Baker School evolved from the Baker Center which for over twenty years has operated as a leading think tank producing research public engagement programming and student-focused initiatives.

Today the Baker School is expanding its impact through new academic degree programs and the development of independent research centers including the Tennessee Center for Local Governance. The School also houses the Institute of American Civics which promotes civic knowledge and engagement among University of Tennessee students and communities across the state.

We are a dynamic collaborative and mission-driven team dedicated to advancing research education and public service that addresses real-world challenges at the local state national and global levels. As a fast-growing and evolving organization we value innovation teamwork and the contributions of each team member in moving the Baker School forward.