Events Coordinator - Gies College Of Business

Events Coordinator - GIES COLLEGE OF BUSINESS

Office of Marketing and Communications

Introduction

The Office of Marketing and Communications at the University of Illinois’ Gies College of Business acts as an in-house marketing agency, partnering with and supporting units across the College. Our growing team of more than 20 professionals plays a pivotal role in promoting the College’s purpose to shape purposeful leaders through life-changing access to education, research, and innovation. Creativity, strategy, and collaboration are key to our team's success as we grow the reputation and brand of Gies Business, a Top 10 public business school with more than 9,000 residential and online students and 80,000 alumni across the world.

As an Events Coordinator, you will work closely with the Associate Director of Special Events and the engagement team in all phases of planning and executing high-profile public and private events and ceremonies hosted by Gies College of Business. You'll collaborate with cross-functional teams, including designers, writers, digital marketers, videographers, and project managers, to bring projects to life and deliver successful outcomes.

Job Summary

Responsible for assisting with planning and on-site execution of College-hosted events designed to advance the mission of Gies College of Business and build brand engagement and long-lasting affinity with students, faculty, staff, alumni, and partners. This position will support college specified events and will collaborate with the Associate Director of Special Events, Senior Events Coordinator, MarCom team, constituents across Gies, and other units on campus to assist with all aspects of each event including logistical preparation of event details, vendor relations, invoice processing, responding to constituent questions, and data input and tracking.

Duties & Responsibilities

• Program Planning and Support
  
  • Assist with events hosted by the College through the Office of the Dean or the Office of Marketing and Communications including, but not limited to, Convocation (December and May), lunches and receptions, guest speakers, faculty investitures, and staff and faculty meetings.
  • Support all aspects of each major event in coordination with the Associate Director of Special Events, Senior Events Coordinator, MarCom team, relevant College units, and planning committees.
  • Assist in processing and tracking event expenditures through university system.
  • Monitor Gies event email inboxes, responding to questions and escalating issues as needed.
  • Coordinate with the Gies facilities team or event planners at event location on room reservations, setup details, and menus adhering to University purchasing timelines and regulations.
  • Assist in processing and tracking registration details and attendee lists.
  • Process entries and manage day to day coordination of the Gies event calendar.
  • Serve as a contact for vendors, participants and committee members.
  • Correspond with presenters, discussants, speakers, and attendees to answer questions about the event.
  • Coordinate event staff and volunteers, including tracking name lists, email communications and responding to questions.
  o Assist with event communications including descriptions, invitations, web pages, promotion, and post-event resources.
  o Ability to work occasional events that fall on weekends or evenings, such as Gies convocation.
  
• Engagement
  
  • Coordinate with the Associate Director of Special Events, Senior Events Coordinator and Project Manager to track status and execution of event planning items with project management tool.
  • Coordinate with the Project Coordinator to select Gies-branded swag/gift items for program participants, when appropriate.
  • Create and foster a community within Gies College of Business that is positive, inclusive, and consistent with the strategy and goals of the College.
  • Maintain positive relationships with Gies students, faculty, staff and alumni.
  • Represent Gies College of Business as part of campus event planners and at a variety of events.

Minimum Qualifications

1) High School graduation or equivalent.
2) Any combination totaling two (2) years (24 months) from the following categories:
A) Professional work experience in event coordination.
B) College course work in any discipline, as measured by the following conversion table or its proportional equivalent:
60 semester hours equals one (1) year (12 months)
90 semester hours equals two (2) years (24 months)

Preferred Qualifications

• Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
• Three years of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.
• Demonstrated experience in working with others in a diverse environment with high expectations.
• Event experience within a university or academic department.

Knowledge, Skills and Abilities

• Demonstrated success in creating and implementing special events in multiple settings for multiple audiences. (Ex. conference, banquet, departments, meeting rooms)
• Strong attention to detail.
• Ability to represent Gies College of Business and maintain credibility by conducting oneself appropriately and professionally.
• Excellent interpersonal and written communication skills.
• Must be able to perform well under numerous time constraints.
• Must be able to manage many tasks simultaneously.
• Ability to interact/communicate in a positive manner with a diverse clientele such as faculty, staff, university officials, alumni, donors, community leaders, volunteers, and students.
• Must be a team player, professional, and committed to providing excellent service in a fast-paced environment.
• Ability to multi-task and coordinate details on several projects at once.
• Understanding of higher education and importance of maintaining positive relationships with students, faculty, staff and alumni.

Appointment Information

This is a 100% full-time Civil Service 0101 - Events Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. The collective bargaining agreement sets an hourly wage of $20.69. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. This position requires in‐person work and is eligible for a hybrid schedule, with the ratio of weekly in‐office and work‐from‐home days to be determined by the supervisor. Sponsorship for Work Authorization is not available for this position.

The University of Illinois offers a wide variety of benefits, including paid leave and holidays:
https://www.hr.uillinois.edu/benefits
https://www.hr.uillinois.edu/leave
https://www.hr.uillinois.edu/leave/holidays

For more information about Gies Business, visit https://inside.giesbusiness.illinois.edu/work-at-gies.

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 January 20, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting, and upload your cover letter, resume (months and years of employment must be included), and names and contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your resume, including all relevant experience. 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 rgoben@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: 1026692
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu