Office Coordinator: Baker School of Public Policy and Public Affairs - UTK

The University of Tennessee Health Science Center

Salary: $42k - $48k
Experience: 4+ yrs
Location: Knoxville, Tennessee, United States
Job type: Full-time

Required skills

Microsoft Office
Room scheduling systems

About the role

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 School's 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.

Responsibilities

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

Qualifications

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: Associate's 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 ($42,500-48,500)
Find more information on the UT Market Range structure here
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 April 29^th, 2026

Resume
Cover Letter

About The College/Department/Division

The University of Tennessee, Knoxville, is the state’s 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 51,000-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.

About The University of Tennessee Health Science Center

Provides medical education, clinical care, and health sciences research.

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