Operations Coordinator, Challenger Center
University of Tennessee Chattanooga
Chattanooga, TN
Full-time
Management
Posted on April 15, 2024
Operations Coordinator (Administrative Associate 3 – MR06)
Challenger Center
University of Tennessee at Chattanooga
The Operations Coordinator works in a fast-paced, dynamic environment and reports directly to the Office of the Dean, College of Health, Education and Professional Studies. The position coordinates and directs the general administration of The Challenger Center and Arts-Based Collaborative (ABC at UTC) monthly budget maintenance, manages program calendar, markets support, communications, facility usage, and other functions of the center. The Coordinator assumes the majority of the administrative responsibilities for the Challenger Center and ABC at UTC.
Duties and Responsibilities:
Monthly Budget Maintenance
Monthly department budget maintenance and generating monthly expenditure reports for the department; functions as the purchasing agent for the center; reviews and/or prepares service contracts to ensure compliance with the fiscal policies of the University and the State of Tennessee; maintains all department budgetary records and uses the University accounting system (IRIS) to monitor budgets, track payments, research payment history and rectify errors, and assists with preparing annual budget requests; maintains and generates monthly Procurement Card reconciliations in IRIS and maintains files; prepares all budget processes which include T-4’s, Transfer Vouchers, Travel documents and Facility receipts; functions as the payroll coordinator for the Challenger Center and ABC at UTC; reviews and/or prepares and submits the payroll; maintains all payroll records; compiles a variety of narrative and statistical reports, locating sources of information, devising forms needed to secure data; and determines proper format for finished reports.
Unit Coordination
Manages the Challenger Center and ABC at UTC calendars, which include developing and overseeing project management time lines and coordinating logistics; manages the center's master calendar and creates a project time line for the Challenger Center and ABC at UTC programs in coordination with unit personnel; schedules logistics related to numerous School activities and events both on campus and in the larger community; coordinates room reservations, catering and food vendor acquisition, parking, set up and breakdown of events and event purchase payments.
Develop Policies and Procedures
Develops workflows, processes, and operation guides in compliance with university policy; oversees all unit operations including program management, generating reports, and analyzing program feedback to ensure efficiency; updates unit operations based on business needs; implements strategies to support strategic initiatives; provides feedback to supervisor regarding experiences and processes; and assists with developing unit goals that impact operations.
Communication Liaison
Serves as initial point of contact for the Challenger Center and ABC at UTC and the larger community and responds to questions and concerns from students, staff and faculty, and community organizations; and ensures regular posting about the Challenger Center and ABC at UTC programs and information related to the center's mission on social media outlets.
Training
Trains unit personnel on utilizing workflows; identifies relevant training opportunities to support unit efficiency; oversees technology updates from program partners that may require new workflows; and ensures unit personnel can implement operation guides.
The ideal candidate will possess the following:
- Basic computer skills with additional training to complete.
- Strong organizational skills and the ability to work well under pressure and meet deadlines.
- Strong interpersonal skills and the ability to work professionally with persons from varying backgrounds with varying degrees of experience.
- Demonstrated working knowledge of computer software, including word processing, database, and spreadsheets, i.e. proficiency in current computer applications.
- Ability to prepare professional memos, reports, and other types of professional correspondence.
- Ability to deal sensitively and professionally with program partners, presenting various needs and concerns.
Minimum qualifications: High school diploma or GED and three to five years of office experience.
Preferred qualifications: Bachelor’s degree; two to five years of higher education experience; and SAP (IRIS) experience.
The University of Tennessee Chattanooga is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution. All qualified applicants will receive equal consideration for employment and will not be discriminated against on the basis of race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or protected veteran status.
Qualifications :
