Extra Help - Events Coordinator - Administration

This Position is temporary, non-benefits eligible, and is limited to 900 hours.

Hiring Department: Administration

Location: Chicago, IL USA

Requisition ID: 1024726

Posting Close Date: 4/29/2024

About the University of Illinois Chicago

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

Description:

Position Summary

The Events Coordinator is responsible for helping to plan and execute all aspects of Advancement events that meet the strategic goals of the College of Medicine (COM). The position will handle logistical projects related to event planning and execution. This position will offer events-related technical and systems support, help with budget administration, manage event calendars and timelines, manage event registration, and assist with additional activities such as coordinating catering, securing space, and arranging room setups.

Duties & Responsibilities

• Assist the Director of Events in the planning and implementation of events and programming that can include large scale signature events, small local/regional engagement, and/or on campus programs.

• Help manage logistical planning and preparation with key internal partners and external vendors including but not limited to: venue and vendor selection, food and beverage service, audio/visual needs, tracking event registrants/sponsors, preparation and dissemination of event materials, and appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the various constituents.

• Help ensure positive guest experience. May oversee catering and talent/entertainment, the run-of-show, and audio/visual needs.

• Help prepare briefing materials for events for leadership and faculty.

• Oversee event registration creation and tracking, and maintain relevant data on event attendees (e.g. alumni year, specialty, number of donors, etc.).

• Work with internal partners to conduct post-event analysis in order to suggest future changes for the continuous improvement and evolution of programs.

• Help to create and track event budgets, following planning timelines, tracking invoices and financial reports. Complete wrap-up of projects promptly, keeping organized records.

• Partner with Communications and Alumni Relations teams to help manage the development and execution of event-related email and printed communications, printed materials, and promotional/social marketing. As needed, assist with the production and creation of event-related publications and signage.

• Stay up-to-date on related policies and procedures, and assist with ensuring that University events and purchasing guidelines are followed.

• Help build and maintain databases of information and resources for event planning and recommend vendors (caterers, florists, printers, promotional items, etc.) and appropriate venues and space to colleagues.

• Perform other related duties as assigned.

Qualifications:

Minimum Qualifications

Preferred Qualifications

Bachelor's degree or foreign equivalent preferred
Experience helping to plan and deliver high-quality, polished events for a variety of audiences, preferably within a university, major cultural institution, or other comparable environment preferred.
Ability to effectively plan, delegate, and supervise the work of others.
Ability to interact/communicate in a positive matter with a diverse clientele.
Ability to communicate effectively in writing as appropriate for the needs of the audience.
Ability to identify problems, evaluate alternatives, and implement effective solutions.

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.

The university provides accommodations to applicants and employees. Request an Accommodation