Event Planner - Center for Literacy Educ and Employment - UTK

Event Planner - Center for Literacy Educ and Employment - UTK TN, United States (Remote)Job Description The Event Planner is responsible for designing, planning, managing, and executing a wide range of events from conception through completion. This role ensures that all events reflect the mission, values, and culture of the University of Tennessee and the Center for Learning, Education, and Employment (UTK-CLEE). The position requires a high degree of professionalism, creativity, and organizational skill to deliver exceptional experiences for participants, partners, and stakeholders. The Event Planner leads all phases of event management—concept development, logistics coordination, vendor and sponsor management and relations, budgeting, on-site execution, and post-event evaluation. While the position may supervise or direct the work of event staff or contractors, its primary focus is on strategic planning and hands-on management of event projects. Success in this role requires a blend of project management expertise, interpersonal communication, and an ability to balance multiple priorities under strict deadlines. Competencies for this position are typically gained through a combination of formal education, specialized training, and professional experience in event planning, hospitality management, or a related field. Typical functions listed below are examples of work performed by positions in this role and are not intended to be all-inclusive. Some duties may overlap levels; however, the preponderance of the work will be assessed when assigning positions to specific levels. Responsibilities PROJECT MANAGEMENT • Initiates the project planning: defines goals, assesses feasibility of project components, and gains an understanding of sponsors vision and priorities. • Manages the project planning and budget: adheres to the project scope and budget, sets realistic timelines and cost estimates, and develops the plan for execution and progress assessment. • Manages the day-to-day project activities and ensures tasks are completed. • Communication management: Keeps the project team and stakeholders informed with the right information at the right time. • Resource management: Organizes and manages the project’s staff, equipment, and materials effectively. • Progress assessment: Monitors progress against the project plan and takes corrective action when needed. • Change management: Manages changes to the project scope. • Procurement support: Collaborates with the appropriate staff to manage event contracts and purchasing necessary goods or services from external vendors. • Integration management: Ensures all project components to work together smoothly. • Develops procedures and protocols for events planning and execution. • Aligns events strategically to organizational mission. • Cultivates and maintains relationships with event sponsors and vendors and acts as the primary liaison between event sponsors, event staff, vendors, and UTK-CLEE business team and leadership. • Researches industry trends and sets the creative tone for events. • Identifies opportunities for procedure improvement and makes effective recommendations. • Identifies potential event risks and challenges and creates and employs mitigation strategies. LOGISTICAL • Develops detailed run-of-show for the entirety of an event. • Works with event sponsors to identify safety and security goals and plans for events then collaborates with appropriate external vendors to develop and implement strategies to meet these goals and execute these plans • Plans the design, appearance, presentation, and details of events. • Plans and coordinates production details and timelines. • Negotiates and coordinates with venues and vendors. • Oversees and manages logistical details of events such as event communications, food and beverage orders, hotel blocks, transportation, audio and visual services, exposition services, guest registration, speakers, security, parking, and post-event documentation and reporting. • Ensures the event takes place smoothly. • Through partnerships and collaboration and when the opportunities present themselves, identify potential new/future event opportunities. • Plans and executes events both with a team and at times independently. SUPERVISION • Assigns project roles and tasks. • Provides work direction or supervision to event staff on tasks related to the project. • Quality control: Ensures deliverables meet defined standards and sponsor expectations. • Manages on-site staffing plan and appoints on-site event leads. Qualifications Required Qualifications • Education: Bachelor’s Degree • Experience: • Bachelor’s degree and three (3) years of relevant event planning or program coordination experience OR • Associate’s degree and five (5) years of relevant event planning or program coordination experience, including large-scale conferences OR • High school diploma (or equivalent) and eight (8) years of relevant event planning or program coordination experience, including large-scale conferences • Knowledge, Skills, Abilities: • Knowledge of planning and organizing events • Knowledge of hospitality standards and social etiquette • Knowledge of budget development and financial tracking for events • Knowledge of industry-standard software and platforms (e.g., Outlook, Google Workspace, Microsoft Office Suite, Microsoft Teams, Zoom, Cvent, Cadmium) • Customer service skills • Problem-solving skills, including the ability to quickly identify and resolve issues before or during events • Organizational and multitasking skills to manage multiple tasks, schedules, and priorities simultaneously • Time management skills to meet strict deadlines and manage project timelines effectively • Attention to detail skills to ensure all aspects of events are thoroughly planned and executed • Communication skills, including clearly conveying information and actively listening to clients, vendors, and team members • Interpersonal (“people”) skills to build rapport, manage diverse personalities, and respond to client needs with empathy • Leadership skills to motivate teams, coordinate vendors, and foster collaboration • Negotiation skills to secure favorable terms with vendors and partners • Ability to be flexible, adaptable, and creative while meeting strict deadlines • Ability to delegate responsibilities while ensuring quality standards are met • Ability to remain calm, resilient, and effective during last-minute changes and high-stress situations Preferred Qualifications • Education: Bachelor’s degree (Education or Business, preferred fields) • Experience: • Bachelor's degree in Education or Business Degree as a preferred field of study. • Knowledge, Skills, Abilities: • Knowledge: Creativity • Skills: Detail Oriented / Attention to Detail, Problem-solving, Critical thinking, Decision making, Time management, Organization, Customer service • Abilities: Dependability, Punctuality, Adaptability/Flexibility, Curiosity, Integrity, Self-direction, Resourcefulness Work Location • Location: TN • Remote Compensation and Benefits • UT market range: MR10 • 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: • Resume • Cover Letter • List of 3 Professional References About The College/Department/Division Founded in 1988, CLEE is a recognized leader in adult learning, education, and workforce development, driving meaningful change in Tennessee and across the U.S. With a team that spans Tennessee and beyond, we collaborate with state and national institutions, early childhood programs, K-12 and post-secondary schools, service agencies, employers, and workforce organizations. Our team’s passion to create change drives our innovation and excellence in all we do. This commitment fuels our work towards empowering every individual with limitless opportunities to thrive at all stages of life. We prioritize individuals from all backgrounds, with deep expertise in supporting people with disabilities and underserved populations. Committed to staying at the forefront of emerging research, we partner with a wide variety of organizations, including those across the University of Tennessee system and beyond, to advance best practices in adult learning, education, and employment. Additional Information on all postings provided by UTK About Us The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service. UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee’s flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory. The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service. UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone. The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as “Best Employer for New Graduates,” “One of America’s Best Large Employers,” and “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine. Apply today and join the Tennessee Volunteer community! Job Info • Job Identification6852 • Job CategoryCommunication & Mktg • Posting Date02/04/2026, 04:19 AM • Job ScheduleFull time • Locations 1331 Circle Park, Knoxville, TN, 37996, US(Remote) EEO/AA STATEMENT / NON-DISCRIMINATION STATEMENT The University of Tennessee is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution in the provision of its education and employment programs and services. All qualified applicants will receive equal consideration for employment without regard to, 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 covered veteran status. Inquiries and charges of violation of Title VI (race, color, national origin), Title IX (sex), Section 504 (disability), ADA (disability), ADEA (age), sexual orientation, or veteran status should be directed to the (EEO). Requests for accommodation of a disability should be directed to the ADA Coordinator at the EEO office. Apply tot his job Apply To this Job