Events Coordinator
University of Illinois

Events Coordinator

Office of Public Engagement

University of Illinois Urbana-Champaign

The University of Illinois Urbana-Champaign is accepting applications for an Events Coordinator in the Office of Public Engagement (OPE). The Events Coordinator is responsible for the seamless planning, coordination, and execution of various public engagement events, projects, and initiatives. Additionally, the position will provide backup administrative and finance support to the OPE team.

Duties & Responsibilities

Event Planning and Execution

• Assist in the development of event plans and timelines, coordinate logistics, oversee setup and breakdown, participate in event planning meetings, and ensure successful event execution for multiple concurrent events.

Event Management and Communication

• Collaborate with internal and external stakeholders to determine event requirements, assist with event-related communication assets and correspondence. Ensure proper OPE approval procedures are followed.
• Build and maintain relationships with vendors. Assist with troubleshooting and resolving vendor issues and concerns promptly.
• Handle guest lists, registrations, and assist with attendee communications. Coordinate guest transportation and lodging needs. Assist with troubleshooting and resolving guest issues and concerns promptly.
• Ensure adherence to financial guidelines and budgetary constraints including contacting vendors to secure services and obtain quotes, purchase and inventory event supplies via p-card/t-card, track expenses, and reconcile financial records. Coordinate with the OPE finance delegate to obtain appropriate accounting codes, purchase services and supplies that require a PO, obtain guest payments, and develop a post-event financial packet.
• Delegate tasks, coordinate event staffing and workflow efficiency, and foster teamwork.

Event Operations

• Coordinate venue selection, catering and/or food preparation operations (ensuring compliance with health regulations), transportation, audio-visual equipment, parking, and other event-related logistics.
• Participate in debriefing meetings, prepare comprehensive post-event reports, develop or update event procedures.
• Provide general backup, administrative and finance support to the OPE team as needed.
• Perform additional duties as assigned.

Position Qualifications

Required-

• Bachelor's degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
• Two (2) year (24 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.

Preferred-

• Demonstrated experience working and/or interacting with diverse populations.

Successful candidates will have the following-

• Exceptional oral and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to effectively plan, delegate, and supervise the work of others.
• Ability to be flexible and manage multiple tasks simultaneously.
• Ability to communicate in a positive matter with diverse customers.
• Knowledge and understanding of the people who staff both campus and university offices.
• Ability to understand and identify problems, evaluate alternatives, and implement effective solutions.
• Working knowledge of the organization of campus services.
• Knowledge of arena entertainment management or athletic management.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
• Ability and skills in coordinating assignments and schedules within a large University environment.
• Use of good judgment and ability to seek guidance from supervisor, as necessary.
• Knowledge and understanding in material resources management. Knowing appropriate use of equipment, facilities, and materials needed to do certain work.
• Ability to work collaboratively and build strategic relations with colleagues, coworkers, constituents, and volunteers.

Appointment Information

This is a 100% full-time Civil Service 5009 - Events Administrator Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. The salary range for this position is $45,000-$55,000. We strive to provide a competitive salary, considering factors such as available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budge constraints. The final salary offer will be determined through a thorough assessment of these elements. Work authorization sponsorship is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on September 19, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting, and upload a cover letter, resume and contact information for three professional references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Jennifer Steiling at steiling@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1026590
Job Category: Administrative
Apply at: https://jobs.illinois.edu

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