Event Management Coordinator - University of Illinois Urbana-Champaign, IL : Job Details

Event Management Coordinator

Illini Union

Job Summary

The Event Management Coordinator - Event Services at the Illini Union serves as the primary liaison for planning, confirming, and executing all assigned events for student organizations, departments, and public clients, assisting the Program Manager with departmental workload management.

Duties & Responsibilities

* Manages daily department operations under the Program Manager's guidance, including hiring, training, scheduling, supervision, and development of student staff within the Event Services Office.

* Prepares event schedules, setup plans, and room diagrams for assigned events, coordinating client service requirements with Building Services, Multimedia, Catering, Building Engineers, and other Illini Union units.

* Serves as primary contact for event planning and coordination for assigned clients.

* Audits event room setup details, meets with clients upon arrival to ensure requirements are met, and communicates setup issues to Event Operations, Building Services, Engineering, Multimedia, and Catering. Conducts post-event client assessments as well as compiles sales data and tracks KPIs as directed by the Program Manager.

* Drafts and executes client contracts, provides cost estimates for facility rental and billable services, and works with the Program Manager and Business Affairs to produce revenue reports, billing, and budget preparation.

* Enforces department and University event management policies to ensure quality service

and clear expectations for all staff and clients.

* Implements software and hardware updates under the Program Manager's direction,

including event management, diagramming software, and POS systems.

* Performs additional duties as assigned to support the unit's mission.

Additional Physical Demands

Accomplish most work in a typical office work environment. Some on-campus travel is required.

Atypical work hours may be necessary to accomplish the position's assigned responsibilities. Occasional

work on evenings and weekends is required. This position is not eligible for fully remote work environment.

Specialty Factors

* 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.

* Demonstrated experience in the areas of hospitality or customer service.

Preferred Qualifications

* Experience with event management software such as EMS or Mazevo reservation system

planning software,

* Event Master, and Social Tables diagram software. Experience delivering large user group events.

* Master's in in Hospitality, Marketing, Public Relations, Communications, Business

* Administration, Student Affairs, or a closely related field.

* Experience with training team members on policies/processes.

Knowledge, Skills and Abilities

* Excellent communication and customer service skills.

* Detail oriented and highly organized with a keen ability to keep projects on track.

* Ability to proactively manage and reduce risk.

* Ability to work with diverse faculty, staff, students, and public clientele.

* Ability to execute in a deadline-driven environment.

* Familiarity with managing event budgets.

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 1/31/2025.

* The budgeted salary for this position is $50,000 - $54,000 per year.

* Work for this position will be onsite at the University of Illinois Urbana-Champaign campus on a full-time basis per the University's Workplace Flexibility

policy.

* Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Friday, 12/13/2024. 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 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 [email protected]. For questions regarding the application process, please contact 217-###-####.

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. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. 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-###-####, or by emailing [email protected].

Requisition ID: 1027855

Job Category: Professional and Administrative

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