Events and Space Coordinator - Humanities Research Institute

This position is not eligible for immigration sponsorship. This position requires in-person work on campus and may require working outside standard hours, including evenings and occasional weekends.

The Humanities Research Institute fosters interdisciplinary study in the humanities, arts, and social sciences at the University of Illinois Urbana‑Champaign. A vibrant hub for humanities activity on campus, HRI convenes distinguished scholars from around the world, supports Illinois faculty and graduate student research through fellowships and a bimonthly seminar, cultivates collaborative faculty‑driven initiatives through its Research Clusters, hosts multi‑million‑dollar external foundation grants, and awards prizes recognizing excellence in faculty and student humanities research.

Housed in Levis Faculty Center, HRI serves the whole of campus by providing meeting spaces to university units and programs, and showcasing the work and activities that help give Illinois its reputation as a world‑class institution.

Assist the Levis Events and Space Manager in facilitating and coordinating Levis Faculty Center space usage, including on‑site event support. Provide administrative and financial processing support, and assist the Deputy Director in planning, implementing, and delivering Humanities Research Institute events.

• Levis Space Usage/Event support
  • Assist the Events and Space Manager in event support within Levis, including frontline AV support, monitoring in‑person events, and contributing to evening and weekend coverage.
  • Coordinate with communications staff to collect and proof event information for digital signage.
• Events Billing and Contracting support
  • Assist with space‑usage billing, financial record keeping, and collecting and maintaining contracting paperwork under the guidance of the Budget and Finance Manager and the Events and Space Manager.
  • Maintain usage tracking reports, usage calendars, and related materials such as alcohol approval forms.
• HRI Event Planning and Execution
  • Assist with planning and implementation of HRI events, both remote and in‑person, including catering orders, travel and hotel booking, itinerary preparation, expense processing, and AV technology setup.
  • Develop event plans and timelines; coordinate logistics.
  • Serve as the primary in‑person and online events support person for HRI events.
• Perform other duties as assigned by the HRI Director, Deputy Director, or Levis Events and Space Manager to support the institute’s mission.

Position may require work outside of standard business hours, including early mornings, evenings, and/or weekends. Ability to ascend and descend stairs. Occasional light movement or repositioning of rolling tables, chairs, and similar equipment to support event setup. Ability to lift and carry light materials such as banners, signs, and easels.

• Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
• One (1) year (12 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.
• Experience in customer service.

• Familiarity with or experience in a university setting, particularly within the Humanities.
• Proven ability to collaborate effectively with people from a wide range of backgrounds and experiences, and with various units and clients on a college or university campus.
• Demonstrated events organization/arrangement experience.
• Familiarity with the University of Illinois campus and business functions.
• Experience tracking and monitoring financial information and documentation.
• Experience with program, project, and/or event coordination and/or planning.
• Experience with presentation technology.

• Exceptional organizational skills and attention to detail with strong decision‑making and evaluative abilities.
• Knowledge of project management principles and proficiency in MS Office Suite, related databases, AV technology, and remote presentation platforms.
• Sk…