Coordinator of Events

Duties & Responsibilities

• Event Coordination and Management (65%)
  • Develop, manage, and execute events hosted by the iSchool, including but not limited to lectures and other guest speakers, lunches and receptions, new faculty orientation, and faculty meetings.
  • Serve as primary contact and host for events; ensure event runs smoothly; exercise independent judgment to resolve issues.
  • Coordinate with iSchool Help Desk and/or IT staff to ensure proper setup and execution of virtual events.
  • Coordinate with the iSchool Assistant Director of Facilities or campus/external facility contacts on room reservations, setup details, and menus adhering to University purchasing policies and processes.
  • Correspond with presenters, speakers, and/or other attendees to answer questions about planned events.
  • Manage event budget, make or arrange all necessary payments, and monitor expenses.
  • Develop, maintain, and manage iSchool-wide events calendar and ensure public events are advertised on the iSchool events web calendar.
  • Enlist and coordinate event volunteers as needed.
  • Collaborate with units on iSchool events.
  • Coordinate with iSchool Communications and Marketing team to select appropriate iSchool-branded swag/gift items for guests and/or participants.
• Lead Convocation Coordinator (20%)
  • Serve as the iSchool convocation coordinator and participate in all Convocation Coordinator meetings.
  • Responsible for managing and executing all aspects of the iSchool convocation ceremony.
  • Serve as primary contact for faculty, staff, and students and respond to inquiries.
  • Responsible for contacting and making arrangements with vendors, including but not limited to musician, photographer, caterer, printer, florist, and AV.
  • Create and manage student convocation registration form.
  • Update iSchool convocation website and events calendar with relevant and accurate information.
  • Coordinate event staff/volunteers and assign roles/duties.
  • Manage event tickets and distribution, if needed.
  • Work closely with the iSchool Advancement Office on convocation speaker invitation, travel, etc.
  • Work closely with the iSchool Communications and Marketing team to create convocation program.
  • Oversee faculty and platform party regalia needs.
  • Order and prepare diploma covers for distribution at the ceremony.
  • Coordinate and manage all aspects of the student awards reception.
• Communications Support (15%)
  • Assist the iSchool Assistant Dean for Communications and Marketing with implementation of strategies and customized programs that strengthen brand engagement.
  • Coordinate with the iSchool Associate Dean for Community, Engagement, and Learning on iSchool events that encourage interprofessional relationships and foster community.
  • Ensure each event appropriately represents the school and includes proper branding.
  • Manage iSchool event supplies in support of cohesively branded school-wide events.
  • Assist the iSchool MARCOM team with the development and implementation of a comprehensive communication strategy for each event.
  • Other relevant duties as assigned.