CONFERENCE CENTER COORDINATOR - 65007

Executive Service

www.tn.gov/hr/employees1/benefits.html.

Who we are and what we do:

The Department of General Services makes Tennessee State Government work! Literally. State troopers and social workers are a few State employees who couldn't do their jobs without the vehicles we purchase and maintain. The Department of Transportation relies on us to purchase salt to treat icy roads. When you visit the State Capitol or other State buildings across Tennessee, our Department has had a hand in it. We are responsible for operating, managing, and maintaining real estate assets owned by the State. Even the governor relies on our team to document his appearances and various State events through photography. Selected as one of the Tennessean's Top Workplaces for the last five years in a row, the Department of General Services' mission is to serve as a trusted partner to deliver mission-focused general services to support Tennessee State government. Our vision is to create a culture of excellence that produces consistent strategic and innovative support solutions for our State. We do this with a commitment to four core values: thorough, engaged, accountable, and motivated.

How you make a difference in this role:

As the Conference Center Coordinator/ASA 4, you will assist in the management of all aspects of the Department of General Services managed shared meeting space across the State from Knoxville to Memphis, including a large downtown Nashville campus. With guidance from the Conference Center Manager, you will assist with room reservations, prepare use agreements, collect payments and certificates of insurance, perform pre-and post-event inspections, assist with inventory control, and the use of technology. This requires working closely with staff and executives to ensure the best use of all meeting spaces and to assist agencies in conducting various meetings, training sessions, hearings, and special events to carry out official State business. This role requires working closely with Facilities Management (JLL) and Strategic Technology Solutions (STS) staff to troubleshoot problems and ensure the facilities are well-maintained and in good working order. This is a highly visible and forward-facing position that requires someone who can act quickly, efficiently, and calmly and they must desire to serve others. This position reports to the Conference Center Manager. The position will primarily work on-site in downtown Nashville at the Tennessee Tower and Legislative Plaza, though there will be some limited opportunities to work from home based on need. This position comes with a monthly starting salary of $4,017'$5,782 (determined by experience). The State of Tennessee offers competitive benefits that include hybrid and flexible remote work schedules; health, dental, vision, and life insurance; tuition assistance; retirement plans; employee discounts for personal purchases; free downtown parking; better-than-average sick and annual leave; plus, State holidays. More information regarding benefits can be found at www.tn.gov/hr/employees1/benefits.html. Qualified candidates should submit a resume and letter of interest to DGS.Recruiting@tn.gov. The position will be posted until filled.

Key Responsibilities:

• Assist with controlling the scheduling of the DGS-managed shared conference rooms across the State, coordinate the varied meeting room details, and work directly with customers handling their requests and needs.
• Respond quickly to calls and emails for reserving the shared conference rooms and bridge lines.
• Listen and ask questions to determine the customer's needs and often make recommendations.
• Proactively work independently and with team to quickly resolve conflicts when they occur.
• Process cancellations as quickly as possible to make the space available to others
• Maintain a high level of professionalism and competence when dealing with customers.
• Assist Conference Center Manager with the scheduling of War Memorial Courtyard/Plaza in coordination with TPAC, War Memorial Auditorium management, and the Department of Safety. This includes screening requests, checking availability, and ensuring all proper documentation is submitted, approved, and disseminated to all parties involved. This also includes creating electronic invoices and receiving electronic payments.
• Occasional visits to the Ed Jones Auditorium, a stand-along venue also managed by DGS, will be required.
• Prepare the weekly Review Team Meeting agenda and present public requests for conference rooms, War Memorial Auditorium, and Ed Jones Auditorium.
• Use client feedback to make recommendations for improvements.
• As needed, initiate online work orders for repairs, temperature controls, etc. Also, responsible for submitting work orders for any special requests for unique room set-ups of the specialty rooms, including the Tennessee Rooms, with specific instructions, including drawings.
• Provide facility management at various locations with weekly schedules for upcoming meetings.
• Work closely with Facilities Management (JLL), THP Capitol Security, Capitol Facility Management, and TPAC management to identify needs and discuss upcoming events.
• Provide building security with names/details of all non-State attendees from meeting organizers.
• Provide a limited number of Guest Wi-Fi Accounts for non-State attendees as needed.
• Occasional visits to the Ed Jones Auditorium, a stand-along venue also managed by DGS, will be required.
• Prepare the weekly Review Team Meeting agenda and present public requests for conference rooms, War Memorial Auditorium, and Ed Jones Auditorium.
• Use client feedback to make recommendations for improvements.
• As needed, initiate online work orders for repairs, temperature controls, etc. Also, responsible for submitting work orders for any special requests for unique room set-ups of the specialty rooms, including the Tennessee Rooms, with specific instructions, including drawings.
• Provide facility management at various locations with weekly schedules for upcoming meetings.
• Work closely with Facilities Management (JLL), THP Capitol Security, Capitol Facility Management, and TPAC management to identify needs and discuss upcoming events.
• Provide building security with names/details of all non-State attendees from meeting organizers.
• Provide a limited number of Guest Wi-Fi Accounts for non-State attendees as needed.

Minimum Qualifications:

Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to four years of full-time increasingly responsible professional staff administrative work.

Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional, paraprofessional, or professional experience may be substituted for the required education on a year-for-year basis, to a maximum of four years.

Substitution of Education for Experience: Additional graduate coursework in public administration, business administration, or other acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years. OR Three years of increasingly responsible professional administrative services experience with the State of Tennessee.

Required Experience:

• Office management experience
• Customer service expertise
• Advanced proficiency in Microsoft Office Suite, including Outlook -Strong written and verbal communication skills
• Ability to build and maintain professional relationships
• Strong organizational and time management skills
• Critical thinking and independent problem-solving abilities
• Detail-oriented approach to work
• Demonstrated ability to collaborate effectively as a team player
• Basic mathematical and analytical skills

Pursuant to the State of Tennessee's Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State's policy to provide an environment free of discrimination and harassment of an individual because of that person's race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran's status or any other category protected by state and/or federal civil rights laws.