Duties and Responsibilities 

85%: Events Management and Support: 

• Pre-event planning and coordination may include: consult and work closely with unit stakeholders to determine event needs; make detailed recommendations; create comprehensive plans 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; research and make conference registration arrangements; create and develop plans for the dissemination of publicity. Coordinate with the MarComm team for advertising for events. 
• 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, sharing final financial information with leadership stakeholders; Creating and distributing post-evaluations. 
• 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: 
  • UME / GME Orientation Series 
  • Monthly Resident Leadership Training 
  • Student Organizations/Student Council Events 
  • Best Practices Conference  

15%: Administrative Support 

• Contribute to unified events and school calendar, avoiding conflicts among units and other closely-related programs; coordinate events across campus; maintain event supplies; prepare correspondence, memoranda, promotional materials, and reports; support events manager as needed 

All required qualifications must be documented on application materials

Required Qualifications:

• Bachelor's degree or a combination of education and experience to equal at least 4 years. 
• Experience planning and executing events, programs and/or conferences.
• Experience with email, Microsoft Office Suite, Google Workspace, electronic calendaring, and budget and expense tracking experience. 
• Demonstrated commitment to diversity, equity, inclusion, and belonging.
• Evidence of excellent written and oral communication skills. 
• Availability to work occasional evenings and weekends/overtime and be able to lift, carry and move items weighing up to 20 pounds. 

Preferred Qualifications:

• Three years of experience working in a higher education setting or 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. 
• Experience with marketing, graphic design, social media management, or other digital media. 
• Proven ability to interact and communicate successfully with guests in a professional academic setting. 
• Experience working in a fast-paced environment with competing demands.

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.

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