Coordinator of Special Events - Engineering Administration
Office of Marketing & Communications
Job Summary
Responsible for overseeing and managing the development and execution of college-hosted events designed to advance the mission of The Grainger College of Engineering and build brand engagement and long-lasting affinity with all key audiences. In collaboration with the MarCom team, college-wide constituents, and other campus units, this position coordinates and supports the coordination of event programming, speaker coordination, communication, list management, event details, vendor relations, budgeting, marketing communication strategies, and follow up success metrics and reports. This position will also support department-level events that align with the collaborative spirit of The Grainger College of Engineering.
Duties & Responsibilities
Department-Level Event Planning and Coordinating
Oversee the planning, development, coordinate and execution of department hosted events including, but not limited to, welcome back events, orientations, webinars, symposiums, awards ceremonies.
College-Level Event Planning and Coordinating
Oversee the planning, development, coordinating and execution of college hosted events including, but not limited to, college-wide academic and research events, webinars, symposiums, faculty investitures.
Assist the Assistant Director of Special Events in large-scale events such as graduation (December and May), Faculty Awards Ceremonies, Welcome Back Events, and Homecoming.
Coordinate all aspects of each event in coordination with the MarCom team, relevant college units, and planning committees.
Oversee production and coordination of event communications including descriptions, invitations, web pages, promotion, and post-event resources in concert with the MarCom team.
Coordinate event room reservations, setup details, and menus adhering to university purchasing timelines and regulations in concert with college and campus stakeholders.
Coordinate registration details and attendee lists.
Determine and manage event budgets and monitor expenses and receipts for reconciliation.
Serve as the main contact for conference vendors, participants and attendees.
Coordinate event volunteers and event staff.
Ensure public events are advertised on the Grainger Engineering website in coordination with the MarCom team.
Organizational Support
Create and foster a community within The Grainger College of Engineering that is positive, inclusive, and consistent with the strategy and goals of the college.
Ensure each event appropriately represents the college and includes proper Grainger Engineering branding.
Work outside the typical hours of the standard workday may be required, including evenings and occasional weekends.
Perform other duties as assigned.
Minimum Qualifications
Bachelor's degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
1 year of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.
Demonstrated event planning or project management experience.
Demonstrated experience creating, directing, and implementing special events in multiple settings for multiple audiences. (Ex. conference, banquet, departments, meeting rooms).
Preferred Qualifications
1-3 years of experience leading event planning and execution.
Leadership experience working with others in a diverse environment with high expectations.
Experience managing events within a university or academic department.
Demonstrated coordinating experience of event staff.
Demonstrated experience managing event rentals.
Knowledge, Skills and Abilities
Ability to work outside the typical hours of the standard workday may be required, including evenings and occasional weekends.
Ability to set-up and tear down event supplies including but not limited to: pop-up banners, promotional items, a-frames, tables, chairs, etc.
Leadership abilities in planning and problem-solving skills with attention to detail.
Strong interpersonal skills with success in working with internal and external constituents.
Must be a team player, professional, and committed to providing excellent service in a fast-paced environment.
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 date. The budgeted salary range for this position is $55,000-$65,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. Sponsorship for work authorization is not available for this position.
The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.
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 October 24, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three 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 Rachael Coleman at rfoll2@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 .
