OPERATIONS AND SPECIAL PROJECTS COORDINATOR - 63989

Executive Service

Nashville, TN

Davidson County (Statewide)

This position is designed as a Hybrid.

Job Overview:

The Operations and Special Projects Coordinator performs multiple roles related to delivery management, daily operations, special projects, and communications development related to daily operations, event planning, contracts management, data collection and distribution, and special projects. FPO is committed to providing excellent support and service to LEAs and other stakeholders in the effective implementation of federal education programs designed to prepare students for postsecondary and career success. The ideal candidate is committed to working collaboratively with internal and external partners, providing support to staff regarding monitoring processes, conducting in-person and virtual monitoring reviews, communicating clearly with all stakeholders, providing consistent and timely feedback, and focusing on what is best for the students of Tennessee.

Key Responsibilities:

• Plan, develop, and manage conferences, trainings, meetings, and workshops, including web-based meetings.
• Coordinate with venues to solicit bids, select locations, provide layout and logistical needs, agenda(s), equipment, banquet event orders, purchasing/billing, and other event logistics.
• Coordinate and collaborate with internal and external partners and guest speakers regarding logistics agendas, accommodations, materials, and resources.
• Develop event schedules, registration processes, and surveys.
• Communicate with registrants and internal partners to organize
• Provide internal professional development to staff on updated Perkins V compliance requirements, offer feedback to strengthen processes, and communicate opportunities to collaborate with other staff members when recognized.
• Respond to communications and requests (via email or phone) in a timely and professional manner.
• Assemble, manage, and revise policies and procedures documents for the division.
• Develop and maintain a contracts tracker for the division.
• Meet internally with partners to discuss contract needs and attend procurement related meetings to assist with required scope development, payment details, etc.
• Lead the initiative to write proposals, manage purchase orders, and other agreements.
• Develop a project management tracker and shared calendar for the division.
• Clearly communicate milestones and expectations with clarity and urgency.
• Run reports, analyze results, and communicate pending steps to help the team track comprehensive work.
• Collect documentation in a shared location for team review and retrieval. Maintain points of contact for contracts, projects, etc.
• Maintain trackers for travel approval and other internal logistics.
• Manage shared inboxes to ensure communications receive the correct point of contact.
• Assist with the development of committees, such as risk analysis, monitoring, committees of practice, and events.
• Assist with the development of a bill analysis tracker, trends tracker, grants management tracker, and develop communications regarding trends as requested to the assistant commissioner, leadership team, legislature, and other individuals or groups as assigned.
• Other related duties as assigned.
• Detail orientation: Excellent organization, ability to manage multiple projects, and meet deadlines.
• Communication skills: Strong written and oral communication skills
• Big-picture orientation: Ability to understand and navigate priorities of own role and team/department within larger context.
• Relationship skills: Ability to build positive relationships with diverse team members and stakeholders.
• Service orientation: Commitment to providing excellent customer service to districts.
• Achievement orientation: Ability to focus on end goal and adjust course as needed along the way.
• Learning leader: Knowledge of principles of professional learning that drive and sustain change

Minimum Qualifications:

Bachelors degree with three to six years of related experience, or an equivalent combination of education and experience.

Bachelors degree (minimum) in relevant field

Required Experience:

• Experience with grants management, project management, or related budget work
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, OneNote)
• Very strong planning, organizational, and project management skills
• Strong oral and exceptional written communication skills
• Travel is required; must have a valid drivers license and reliable transportation.
• Submit detailed weekly reports and frequently updated project plans.
• Ability to access and present information to internal staff and agency senior leaders.
• Ability to work independently and to prioritize workload;
• Ability to manage multiple tasks under pressure and have excellent time management skills.
• Excellent interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Comfortable with new technologies and proven ability to acquire knowledge of new systems in a short period of time.

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.