Events Coordinator, College of Education

Education Administration

Job Summary

As part of the College of Education (COE) Dean's Office team, the Event's Coordinator is responsible for planning and on-site execution of college-hosted events. With strategic direction from the Executive Assistant Dean for Administration, this position will work closely and collaborate with COE administrative teams including, but not limited to, Dean's Office, Advancement, Student Service Offices, Facilities, MarCom, IT Partners, other units across campus, and external constituents to coordinate all logistical aspects of each event.

Duties & Responsibilities

College-hosted Event Coordination and Management

• Coordinate all event logistics, either independently or as part of a shared-planning committee, for events hosted by the College through the Office of the Dean, Advancement, Student Service Offices, Public Engagement, and other college units. Events include, but not limited to, Dean’s Distinguished Speaker Series, Dean’s Diversity Lecturers, new faculty and bi-annual faculty meetings, Investitures, Homecoming, AERA Reception, post-event receptions and student recruitment events.
• Manage project timelines – often for multiple upcoming events simultaneously – ensuring all reservation, payment/contract, and other deadlines are met; facilitating approval from senior staff as needed; and alerting senior staff to any unavoidable delays or problems.
• Serve as primary contact and host for most events, greeting guests if necessary, ensuring event runs smoothly, and exercising independent judgment to resolve issues. This duty may be shared with, or taken on by, other staff on an event-by-event basis.
• Work with appropriate COE teams to determine event audience/invites, promotion means and other logistics.
• Correspond with presenters, speakers, invited guests, and attendees to answer event related questions.
• Ensure all event-related university, college, and department policies are followed.
• Manage event budgets, make or arrange necessary payments, and monitor expenses and receipts for reconciliation.
• Represent the college in the university network of event professionals, attending relevant trainings, meetings, events, and professional development activities to keep abreast of event policies, procedures, and best practices.
• Collaborate with units in support of smaller events that target more specific audiences.

Lead Convocation Coordinator

• Serve as Lead Convocation Coordinator and Chair of shared Convocation planning committee (December and May Convocations and receptions).
• Serve as lead, on-site point of contact for all COE Convocation related events.
• Monitor Education convocation inbox, responding to student and guest questions and escalating issues, as needed.
• Update college Convocation website with relevant and accurate information.
• Serve as primary contact for campus, vendors, and participants (students, faculty and staff).
• Responsible for arranging for vendors including, but not limited, to musicians, photographers, caterers, etc.
• Coordinate event staff and volunteers. • Work with ITP team to design and manage registration for events, both on site and virtual.
• Work with MarCom team on messaging and communication.
• Work with COE student service offices (undergraduate, graduate and online) to assemble accurate list of eligible graduates.
• Oversee faculty regalia needs.
• Maintain positive relationships with Education students, faculty, staff and alumni.

Other Administrative

• Serve as backup for other Dean’s Office team members, as needed.

Atypical work hours may be necessary to accomplish the position’s assigned responsibilities. Occasional work in evenings and on weekends may be required.

Minimum Qualifications

Knowledge, Skills and Abilities

• Knowledge of event-planning and meeting scheduling
• Demonstrated team management and/or project management experience
• Commitment to diversity, equity, and inclusion
• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Excellent interpersonal skills and ability to collaborate effectively
• Ability to independently manage multiple projects and meet deadlines
• Ability to identify problems, evaluate alternatives, and implement effective solutions
• Ability and willingness to work occasional evenings and weekends locally and to travel on occasion.
• Knowledge of higher education

Appointment Information

This is a 100% full-time Civil Service 0101 - Events Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after closing. Salary is commensurate with experience.

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 (CST) on March 15, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. 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 Amanda Brown acbrown1@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, COVID-19 vaccination requirement, 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: 1016136
Job Category: Administrative
Apply at: https://jobs.illinois.edu