Events Coordinator – 1026590-6689

This job was posted by https://illinoisjoblink.illinois.gov : For more
information, please see:
https://illinoisjoblink.illinois.gov/jobs/12200194 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-

– Bachelors 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, re ource 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.

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