Events Coordinator - Carl R. Woese Institute for Genomic Biology

Duties & Responsibilities

• Event Coordination and Management
  • Coordinate all event logistics for assigned events, either independently or as part of a shared planning committee. Events may occur off-site and occasionally require out-of-town travel; attend events as needed.
  • Manage project timelines for multiple events simultaneously, ensuring reservation, payment/contract, and other deadlines are met. Facilitate approvals from senior staff as needed and communicate any unavoidable delays or issues promptly.
  • Serve as the primary contact for most events, greeting guests when appropriate, ensuring events run smoothly, and exercising independent judgment to resolve issues. Responsibilities may be shared with or delegated to other staff on an event-by-event basis.
  • Collaborate with the supervisor, Director’s Office, and Communications team to determine event audiences, invitations, promotional strategies, and other logistical needs.
  • Correspond with presenters, speakers, invited guests, and attendees to address event-related inquiries.
  • Ensure compliance with all relevant university and institute policies related to events.
  • Manage event budgets, coordinate necessary payments, and track expenses and receipts for reconciliation.
  • Serve as a liaison to coordinate logistics—including agendas, travel, and catering—by working with campus administrators, principal investigators, peer universities, and external organizations.
  • Advise and assist research themes with smaller events targeting specialized audiences.
  • Attend and lead planning meetings as appropriate.
• Operational Support
  • Manage day-to-day administrative workflow, including complex calendar coordination. Exercise independent judgment to prioritize tasks, manage deadlines, and organize meeting communications.
  • Purchase supplies, travel, food, and other items using university TCard and PCard systems, ensuring proper documentation and reconciliation.
  • Process purchase order requests for supplies, equipment, and services, including submitting requisitions, obtaining and reviewing quotes, and initiating purchase orders.
  • Manage recurring purchase orders, including renewals, approvals, or cancellations.
  • Resolve purchase order and invoicing issues by reviewing documentation and coordinating with vendors, campus purchasing, and university payables to ensure timely payment.
  • Provide additional administrative support and assist the Administrative Assistant with other duties as assigned.