Event Operations Coordinator - Illini Union

Event Operations Coordinator - Illini Union

Illini Union

Applications are now being accepted for the Event Operations Coordinator - Illini Union at the University of Illinois at Urbana-Champaign.

As the community center of the University, the Illini Union draws together all members of the University with approximately 7,000 students, faculty, staff, and alumni guests daily. We are seeking individuals with diverse backgrounds who can help create and foster an inclusive community that strives toward this vision. This includes supporting the academic mission of the University by developing environments conducive to student learning and academic success, as well as respecting, appreciating, and advocating for the diverse campus community, and supporting the holistic development of all our students

Job Summary

Oversees the supervision and administration of Illini Union events, daily floor operations, and policy enforcement across the main building, Main Quad, and Anniversary Plaza, including managing emergency response protocols for these areas.

Duties & Responsibilities

• Provides administrative oversight and supervision of Illini Union daily activities, enforcing policies in the absence of senior leadership. Inspects room reservations and event setups to ensure all rooms meet client requests and coordinates with clients to maximize satisfaction.
• Serves as the primary liaison for the Illini Union events, acting as a resource for student organizations, the Illini Union Board, University departments, and other entities utilizing indoor and outdoor venues. Coordinates daily communication with Event Services, Multimedia, and departmental managers to ensure important information is shared across the organization.
• Conducts hourly rounds of the facility, including Anniversary Plaza and the Main Quad, to ensure compliance with University and department policies. Addresses policy violations using professional discretion and escalates issues to senior management or Campus Administration as necessary. Summarizes all activities and events in a daily report.
• Evaluates and implements event management plans for events, including compliance with any Campus or departmental policies and guidelines. Backs up the Event Services department with processing event reservations and supervision of student employees as required.
• Assists with identification and response to general building safety and/or security threat assessments. Responds to all emergencies in building and coordinates emergency response with management and first responders and conducts post-event assessments and reports. Assists the Senior Event Operations Coordinator with annual updates and training for the Building Emergency Action Plan (BEAP).
• Supports Multimedia Staff with event setups, including but not limited to portable projectors, screens, laptops, video-conferencing equipment, speakers, wireless mics, and lecterns. Provides supervision and direction to Multimedia student employees in the evening hours in the absence of the full-time Multimedia staff as required.
• Supports the senior team members in the hiring, training, and management of student employees, including maintaining the customer service training program.
• Provides building tours to prospective clients and customers wishing to hold an event at the Illini Union; provide guidance on room and setup queries in conjunction with department stakeholders.
Completes other duties as assigned.

Additional Physical Demands

This position is not eligible for a hybrid or 100% remote work schedule

Minimum Qualifications

• Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
• Two (2) years of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or other related field.
• Demonstrated experience managing a minimum of two types of events, such as conferences, banquets, lectures, and/ or musical performances.

Preferred Qualifications

• Experience with training, developing, and mentoring team members.
• Experience working in college or university student unions/centers.
• Experience in event management or multimedia.
• 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.
• Experience coordinating event staff.
• Knowledge of university policies, procedures, and safety practices.

Knowledge, Skills and Abilities

• Excellent communication skills.
• Ability to interpret and enforce university policies.
• Proficiency in operating standard business computer applications, including but not limited to Microsoft Outlook, Word, Excel and PowerPoint. Knowledge of event planning and diagramming software.
• Proficiency in gathering and collating data into concise reports.
• Ability to collaborate effectively with a wide variety of internal and external customers.
• Ability to work independently, with little supervision.
• Ability to exercise critical thinking and problem-solving techniques in an extremely fast-paced environment.
• Excellent customer service skills.
• Commitment to diversity, equity, and inclusion.

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 2/10/2025. The budgeted salary for this position is $55,000 - $58,656 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 https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Monday, February 3, 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 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 Shared AHW Human Resources at +1(217)333-3660 or iustaffdevelopment@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.

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 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1027930
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu