ABOUT THE JOB: The individual in this position coordinates events and projects for the Scott Hall Administrative Team, which consists of the Departments of American Studies, American Indian Studies and Chicano and Latino Studies. The Events Coordinator reports to the Scott Hall Administrative Manager and supports and works with the Scott Hall Administrative team to plan and execute scholarly events, conferences, as well as graduate student recruitment and orientation.
EVENTS MANAGEMENT AND SUPPORT - 60% Pre-event planning and coordination: consult and work closely with the Department Chairs, Community Engagement Coordinators and Administrative Manager to determine event needs; make detailed recommendations; create comprehensive plan for events, develop event budgets and track ongoing expenses for financial reports; independently identify and schedule venues; make catering selections and arrangements; make travel and hospitality arrangements for visitors; work closely with travel agents; research and make conference registration arrangements; create and develop plans for the dissemination of publicity.
Event management: be present at events to meet caterers; assist with A/V; secure required paperwork from visitors to process honorarium payments and expense reimbursements; create and maintain attendance records; event set-up and take down; clean up.
Post-event: financial reconciliation and reporting, share final financial information with Financial Preparer, Directors, Administrative Manager and Community Engagement Coordinators.
Adhere to and provide information about University policies and procedures, particularly those relating to travel and payments. Direct the work of student workers assigned to assist in event preparation and execution.
These events include, but not limited to: New Graduate Student Orientation Critical Conversation Series (approx. 4 events per year) Native Artist Talk Series (approx. 4 events per year) Graduate Student Recruitment Weekend Annual David Noble Lecture Scott Hall Research Day Special and promotional events
ADVERTISING AND REPUTATION SUPPORT (20%) Plan, develop, and implement marketing campaigns for Scott Hall departments via the following: Write/design/edit advertising for departmental events using eye-catching images to advertise events, through online, social media and print advertisements. Using targeted advertising lists and media channels to grow attendance at events. Manage social media channels (Instagram, Twitter, Facebook, YouTube).
ADMINISTRATIVE SUPPORT (20%) In collaboration with Scott Hall staff and administrators, create master events and graduate school calendar, avoiding conflicts among departments and other closely-related programs; coordinate events across campus; maintain event supplies; organize relevant meetings; prepare correspondence, memoranda, promotional materials, and reports
REQUIRED QUALIFICATIONS: High School Diploma/GED and five years related experience to include project management and event planning and execution. Education/training in a related field may substitute for up to 3 years of experience. Must have experience with email, Microsoft Office Suite, Google Docs, electronic calendaring, experience planning and executing events, programs and/or conferences;and budget and expense tracking experience.
Must have experience with managing social media channels.
Evidence of excellent written and oral communication skills.
Availability to work some evenings and weekends/overtime and be able to lift, carry and move items weighing up to 30 pounds.
PREFERRED QUALIFICATIONS: Two years of experience working in a higher education setting or cultural/community organization assisting with event planning and execution.
Experience working with multiple units and deadlines, diverse groups, hospitality vendors (caterers, travel agents, hotels, etc.), setup and cleanup of events/workshops/conferences, expense reimbursements and vendor payments, especially at the University of Minnesota, explaining policies and procedures to multiple constituents.
Proven ability to interact and communicate successfully with guests in a professional academic setting.
Experience working in a fast-paced environment with competing demands.
Internal Number: 329906
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.