Operations Coordinator, ORIED Core Facilities Program - UTK

Operations Coordinator, ORIED Core Facilities Program - UTK

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The Office of Research, Innovation, and Economic Development (ORIED) at the University of Tennessee, Knoxville (UT) is seeking an Operations Coordinator (OC) to support the Core Facility Program (CFP) through programming, event coordination, and administrative duties. The OC will work closely with core facility lab managers, faculty and student researchers, and external academic and industry partners to ensure efficient operations and exceptional service delivery.

This role requires professionalism, discretion, adaptability, attention to detail, and the ability to manage multiple priorities and drive initiatives forward. Work is prioritized based on the objectives and goals of the CFP department and is performed independently under general supervision. This position is not open to fully remote work.

• Administrative Responsibilities
• Collaborate with the Research Finance and Administration (RFA) team in ORIED to prepare and manage position requisitions, job postings, and related documentation for CFP positions, serving as the human resources point of contact for CFP.
• Provide comprehensive administrative support for searches, including candidate communication, interview scheduling, and travel coordination.
• Oversee HR life cycle activities such as on-boarding, performance management, employee relations, and professional development for CFP personnel.
• Serve as administrative support to the Assistant Director of the CFP and the Senior Director for Innovation and Core Facilities, including calendar management, meeting coordination, and event scheduling.
• Manage daily administrative operations, including mail sorting and distribution within SERF and maintenance of departmental copier usage reports.
• Screen and respond to correspondence, including phone calls, emails, and in-person inquiries, ensuring timely and professional communication on behalf of CFP leadership.
• Act as a liaison between CFP leadership and internal/external partners, ensuring clear communication and effective coordination of shared initiatives.
• Support special projects and initiatives by coordinating resources, tracking progress, and ensuring deliverables are met on schedule.
• Assist with travel coordination for CFP staff and visitors, including arranging transportation and lodging and processing reimbursements in accordance with University travel policies.
• Operational Responsibilities
• Provide purchasing support for equipment, materials, and supplies, including preparing purchase requests, obtaining quotes, and verifying receipt of goods and services.
• Manage and reconcile procurement card transactions, ensuring accurate documentation, timely submission, and compliance with University fiscal policies and procedures.
• Serve as the primary point of contact for deliveries, maintaining accurate packing slip documentation and resolving order discrepancies or issues with vendors.
• Maintain vendor relationships to support efficient purchasing processes and high-quality service.
• Manage Stratocore billing system, including creating and updating internal user profiles, groups, and accounts.
• Ensure all Stratocore descriptions and names reflect CFP naming conventions to enable easy data extraction for reports.
• Support equipment inventory management, including coordinating asset tagging, asset creation, surplus transfers, and record maintenance for audit readiness.
• Receive and log check payments, and process deposits.
• Coordinate with OIT and Facilities Services to initiate service requests.
• Independently identify problems and take initiative for resolution; research and work with the appropriate person to resolve problems.
• Serve as a departmental backup to other administrative staff, providing coverage and cross-functional support as needed.
• Event Planning & Coordination
• Plan, organize, and execute a variety of internal and external events, meetings, and workshops in support of the Core Facility Program (CFP).
• Manage event finances, including vendor payments, hospitality…