Operations Assistant Jobs in Oak Ridge, TN (NOW HIRING)

The University of Tennessee Foundation, Inc (UTFI) invites applications and nominations to fill the position of Assistant Director of Prospect Operations and Enablement. Reporting to the Executive Director of Prospect Intelligence and Optimization, the Assistant Director is responsible for serving as a critical operational partner who ensures the unit's strategic initiatives are well-managed, data-informed, and thoroughly documented.
This role will drive project management across the Prospect Intelligence and Pipeline Optimization unit, producing analytics and reporting that inform leadership decision-making, and developing documentation and training materials that enable consistent, high-quality execution across the team and organization.
Responsibilities
Job responsibilities include, but are not limited to:
Project Management & Operational Support: Serve as the unit's project management lead, coordinating timelines, deliverables, and cross-functional dependencies for initiatives spanning prospect intelligence and pipeline optimization. Develop and maintain project plans, track milestones, and proactively identify risks or bottlenecks to keep strategic initiatives on schedule. Provide operational support to the Executive Director through coordination of team meetings, strategic planning sessions, and preparation of materials for senior leadership presentations. Support the planning and execution of special projects as assigned, including process redesigns, technology implementations, and cross-unit collaborations.
Analytics, Reporting & Data Communication: Build, maintain, and continuously improve reports and dashboards that track key performance indicators for prospect intelligence productivity, pipeline health, and portfolio optimization across the enterprise. Prepare recurring and ad hoc analytical summaries to support data-grounded decision-making and leadership briefings. Collaborate with Central Services colleagues to ensure data accuracy, consistency, and accessibility within reporting tools and platforms. Translate complex data into clear, actionable narratives that demonstrate unit impact and inform resource allocation.
Documentation, Training & Process Improvement: Develop, organize, and maintain comprehensive documentation of the unit's workflows, standard operating procedures, and best practices to ensure consistency and quality across the team. Create and update training materials - including guides, reference documents, and presentation decks - that support onboarding, professional development, and adoption of new tools and processes. Partner with leadership to document evolving standards for the ethical use of artificial intelligence tools and emerging information sourcing resources. Stay current on industry trends and best practices in prospect development, project management, and data analytics to bring forward recommendations that enhance unit effectiveness.
Qualifications
Required Education and Experience
The candidate who fills the Assistant Director of Prospect Operations and Enablement position is required to have:

• Bachelor's degree

• 3+ years of experience in project management, analytics, reporting, or a related operational role that requires coordinating complex workstreams and translating data into actionable insights

• Demonstrated ability to manage multiple projects simultaneously, with strong organizational skills and attention to detail

• Proficiency in developing clear, professional documentation including standard operating procedures, training guides, and process maps

• Strong written and verbal communication skills, with the ability to convey complex information in an accessible and compelling manner

• A collaborative and solutions-oriented mindset, with experience working across teams in a service-oriented environment

• Excellent interpersonal skills and the ability to build productive working relationships across organizational levels

A valid driver's license with an acceptable driving record is required due to travel responsibilities of the position. UTFI reserves the right to consider all appropriate circumstances. In general, any significant driving offense less than 12 months old will eliminate the application from consideration for the position.
Note - Candidates holding a graduate degree must have at least 1 year of experience.
Preferred Education and Experience
In addition to meeting the required qualifications, the preferred candidate will have:

• Master's degree

• Experience in higher education advancement or a philanthropic/nonprofit environment

• Project management certification (e.g., PMP, CAPM) or equivalent formal training

• Experience utilizing CRMs; Salesforce preferred

• Experience building Salesforce Lightning Reports and Dashboards.

• Experience with data visualization and analytics platforms, such as Tableau or Power BI

• Familiarity with prospect development functions, including prospect research, prospect management, or portfolio development

• Experience with knowledge management systems or learning management platforms

• Experience developing and leading trainings, and/or experience teaching or advising professional staff

• Change Management Experience

Application Process: Priority will be given to applications received on or before July 10th via our DASH application system. Applications must include a completed candidate profile, cover letter, and resume. Candidates selected to move forward in the evaluation process will be asked to provide contact information for three professional references. References will not be contacted without explicit permission of the candidate.
When determining minimum qualifications, only information entered into the candidate profile can be considered. Please ensure your candidate profile is completed in its entirety as it relates to qualifying education/work experience.
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment visa status.
Questions about the search may be directed to hr@utfi.org.
Target Start Date: September 2026
Benefits: The Foundation's greatest asset is our team. Foundation employees are eligible for a comprehensive suite of benefits that includes:

• Generous paid leave, accruing up to 24 days of vacation and 12 days of sick leave annually, plus 14 paid holidays and administrative closing days

• Flexible work arrangements, offering a hybrid schedule to most team members

• Education benefits for employees and their dependents at UT System campuses

• Retirement and deferred compensation plans, including 401(k), 403(b), etc.

• Comprehensive medical, dental, and vision insurance plans

• Employee discounts to attractions, services, and goods

The Foundation: The University of Tennessee Foundation, Inc. is a not-for-profit 501(c)3 organization that serves as the preferred channel for private contributions benefiting students and faculty within the UT System. With a vision of being one of the top-performing advancement organizations in higher education, UTFI is committed to enhancing the educational landscape across the University of Tennessee campuses.
The UT System: The University of Tennessee System is comprised of campuses at Knoxville, Chattanooga, Pulaski, Martin and the Health Science Center at Memphis; the Institute of Agriculture; and the Institute for Public Service.
The University of Tennessee Foundation, Inc. is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA employer. All qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, genetic information, veteran status, and parental status, or any other characteristic protected by federal or state law.