Coordinator of Events

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The iSchool at Illinois makes a meaningful difference in the lives of individuals through teaching, research, and public engagement. Our mission is to lead the way in understanding the use of information in science, culture, society, commerce, and the diverse activities of our daily lives. We engage in inclusive community partnerships, working beyond geographic boundaries to benefit the social good. We believe in the power of information to change the world.

Responsible for the development, management, and implementation of iSchool events with a cohesive brand identity. This position will collaborate with relevant iSchool units and other campus units to manage all aspects of each event, including but not limited to programming, communication plans, event details, and vendor relations.

• Event Coordination and Management (65%)
  • Develop, manage, and execute events hosted by the iSchool, including but not limited to lectures and other guest speakers, lunches and receptions, new faculty orientation, and faculty meetings.
  • Serve as primary contact and host for events; ensure event runs smoothly; exercise independent judgment to resolve issues.
  • Coordinate with iSchool Help Desk and/or IT staff to ensure proper setup and execution of virtual events.
  • Coordinate with the iSchool Assistant Director of Facilities or campus/external facility contacts on room reservations, setup details, and menus adhering to University purchasing policies and processes.
  • Correspond with presenters, speakers, and/or other attendees to answer questions about planned events.
  • Manage event budget, make or arrange all necessary payments, and monitor expenses.
  • Develop, maintain, and manage iSchool-wide events calendar and ensure public events are advertised on the iSchool events web calendar.
  • Enlist and coordinate event volunteers as needed.
  • Collaborate with units on iSchool events.
  • Coordinate with iSchool Communications and Marketing team to select appropriate iSchool-branded swag/gift items for guests and/or participants.
• Lead Convocation Coordinator (20%)
  • Serve as the iSchool convocation coordinator and participate in all Convocation Coordinator meetings.
  • Responsible for managing and executing all aspects of the iSchool convocation ceremony.
  • Serve as primary contact for faculty, staff, and students and respond to inquiries.
  • Responsible for contacting and making arrangements with vendors, including but not limited to musician, photographer, caterer, printer, florist, and AV.
  • Create and manage student convocation registration form.
  • Update iSchool convocation website and events calendar with relevant and accurate information.
  • Coordinate event staff/volunteers and assign roles/duties.
  • Manage event tickets and distribution, if needed.
  • Work closely with the iSchool Advancement Office on convocation speaker invitation, travel, etc.
  • Work closely with the iSchool Communications and Marketing team to create convocation program.
  • Oversee faculty and platform party regalia needs.
  • Order and prepare diploma covers for distribution at the ceremony.
  • Coordinate and manage all aspects of the student awards reception.
• Communications Support (15%)
  • Assist the iSchool Assistant Dean for Communications and Marketing with implementation of strategies and customized programs that strengthen brand engagement.
  • Coordinate with the iSchool Associate Dean for Community, Engagement, and Learning on iSchool events that encourage interprofessional relationships and foster community.
  • Ensure each event appropriately represents the school and includes proper branding.
  • Manage iSchool event supplies in support of cohesively branded school-wide events.
  • Assist the iSchool MARCOM team with the development and implementation of a comprehensive communication strategy for each event.
  • Other relevant duties as assigned.

• Standing:
  Occasionally
• Walking:
  Occasionally
• Sitting:
  Constantly

Occasional night and weekends required to manage events.

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. Based on position requirements, additional education, training, and/or work experience in the area of specialization inherent to the position, may be required.

Bachelor’s degree in hospitality, marketing, public relations, communications, business administration or other relevant field;
Experience in event planning and management.

• Knowledge of event planning and meeting scheduling
• Project management experience
• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Excellent…