Project Coordinator The project coordinator provides support for 2 multi-year, multi-million dollar projects within the Center for Literacy, Education & Employment. The incumbent may be responsible for coordinating the daily activities and needs of the Department of Education team at CLEE including calendar management, meeting/event scheduling and material preparation, purchasing including pcard purchases and reconciliation, Pcard/travel, invoices, printing, and routine office management. This could also include supervision of temp and term employees, interacting with students, districts, stakeholders, and subcontractors, and providing assistance to campus and external customers.
This position will work closely with all parties to design, manage, track and improve process needed to complete the work of this project. This position will lead the planning of all professional development events including online trainings, in person meetings, trainings and conferences. Additionally, this position will step in as needed to fill in for the Project Manager. The successful candidate is also expected to contribute to the Center mission and be a creative, organized, enthusiastic professional, with the demonstrated ability to communicate effectively in a fast-changing environment, and must also demonstrate maturity, sound judgment, professional fortitude, and the ability to navigate successfully within a large and complex system of PreK - 12 education.
This position will require working from a home office and occasional travel in TN and out of state. This is a grant-funded position with an anticipated funding end date of June 30, 2027
Project Coordinator Duties and Responsibilities: Event Planning and event logistics * Will provide the full scope of support for training events, including identifying and booking event space, planning and logistics of all aspects of events and conferences. * Will work with interns, intern supervisors, partners and others to facilitate registration and ongoing support for professional development series. * Work closely with TDOE and UTK accounting to ensure proper alignment with state policies and procedures in contracts and procurement. * Work with internal partners and external vendors to meet TDOE expectations in event and training production. * Provide personalized high touch customer service. both on site and virtually. * Adhere to standards of operations established by CLEE event procedures. * Handle day to day challenges of planning events while driving towards a solution. * Participate in daily project and team meetings to gather details and report on event planning and logistics. * Execute pre- and post- event calls and meetings with project teams and external funders. * Manage space and planning issues and escalate unresolved issues to project manager in timely manner. * Master usage of Event Management System (CVENT) to detail and manage registrations, review in-coming requests and present proper reports to project manager and sponsors. * Manage correspondence between planning team, TDOE and attendees while providing an outstanding customer service experience. * Collect and synthesize evaluation data for process improvement after each event. Project Management Support * Provides support to Project Managers in all areas of project management. * Orders, delivers and organizes supplies as needed. * Provides project support to business manager in stipend payment, travel reimbursements, purchases, contract management and budgets. * Maintains, communicates and complies with purchasing card, travel card and general spending policies. * Maintains confidentiality of sensitive information. * Provides other miscellaneous administrative support, including but not limited to facilities support and other general support required to help project function smoothly. * May monitor departmental email accounts. * Maintain files and records and periodically move files to records management. Content, communications and website management * Maintains distribution lists, listservs, and subscription lists. * Manage and execute logistics of all online professional development events. * Coordinate and maintain all social media sites, posts and webpages.
