Bilingual Front Office Coordinator IPS

The Bilingual Front Office Coordinator serves as the primary point of contact for all visitors and clients of the Tennessee Language Center. This role provides essential administrative and customer service support including managing incoming calls emails mail and inperson inquiries. Key responsibilities include processing payments performing daily cash and credit card reconciliations distributing communications to program staff and assisting with general administrative tasks.

In addition to frontoffice duties this position supports daily operations by coordinating room scheduling maintaining office supplies assisting with event planning and execution and serving as the liaison for building maintenance and the IPS training facility. The coordinator also plays a key role in workplace safety by acting as the office safety warden and accounting for staff and visitors during evacuations.

Front Desk - Reception
Receive and distribute phone calls and email inquiries to the appropriate department.
Greet and assist walk-in clients and visitors processing payments for services when needed.
Monitor staff schedule daily to coordinate program coverage by phone and in-person..

Office Management
Oversee daily office operations including supply inventory ordering workspace upkeep and maintaining required compliance signage.
Coordinate meeting and event logistics such as room scheduling setup catering coffee service and on site event support.
Serve as the primary liaison for building maintenance IPS training facility staff and vendors addressing facility storage and weather related issues.
Manage office processes including postage machine oversight employee recognition activities and general support for a well functioning workplace.

Administrative Support
Process financial and administrative transactions including daily cash audits verifying ledgers and managing supply orders.
Maintain accurate data for fee waivers collaboration programs and performance reporting.
Support Business Manager with tasks as assigned.

Required Qualifications
Education: High school diploma / GED
Experience: 3 years in an office setting working with a variety of disciplines in an administrative capacity
Knowledge Skills Abilities:

• Fluency in English and Spanish; capable of facilitating and managing multicultural/multilingual activities
• Ability to work independently and without direct supervision
• Ability to multi-task including the use of multiple databases and MS-Office suite
• Effective organizational skills
• Efficient oral and written communication skills with multiple stakeholders
• Ability to develop rapport with multicultural staff and contractors
• Commitment to quality and integrity

Preferred Qualifications
Education: Bachelors degree
Experience: CPS/CAP certification

Knowledge Skills Abilities:

• Demonstrated effective written and verbal communication with exceptional listening skills
• General accounting knowledg
• Ability to use available resources for problem solving and staff support
• Ability to understand and follow operating procedures institute hierarchy and relevant UT policies

Work Location:
Location: Nashville TN
The Institute for Public Service (IPS) supports a formal Alternative Work Arrangement program currently in place and more information can be provided if candidate progresses through the recruitment process.

Benefits
Find more information on UT Benefits here

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 May 7 2026.

Resume
Cover Letter
List of 3 Professional References

About The College/Department/Division
The UT Institute for Public Service provides outreach and assistance to all of Tennessee. Through our agencies and initiatives we offer technical assistance training and consulting on a wide variety of services including government operations language services local planning law enforcement excellence leadership training manufacturing excellence opioid abatement and much more.