Events Coordinator

University of Kansas
United States, Kansas, Lawrence
1450 Jayhawk Boulevard (Show on map)
Nov 16, 2024
Position Overview The University of Kansas School of Engineering is searching for an Events Coordinator. The Events Coordinator is a twelve-month, benefits-eligible, regular position that reports to the Dean of Engineering. Currently, the position is designated as on campus. Alternative and flexible work schedules will be evaluated as per KU policy and School guidelines. A reduced FTE (down to 0.75) may be considered, if preferred by a very strong candidate. The coordinator develops and executes engineering school events and activities that promote, benefit, and support the engineering school and all of its various constituencies. This position coordinates all aspects of events within or hosted by the school to facilitate effective presentation of programs or events. The coordinator performs publicity, hospitality and project management for engineering school events and coordinates with faculty, administrative staff, students and alumni. Job Description 60% - Engineering School Events and Programs Oversee and perform all administrative duties in the planning, implementation and attendance of engineering school and/or alumni events and activities. Responsibilities include but are not limited to the School of Engineering recognition ceremony and reception, Distinguished Engineering Service Award Banquet, Holiday Reception, new faculty reception, retirement functions, guest lectures and speakers, regional and national watch parties and alumni gatherings, alumni receptions, plus other miscellaneous events, functions and activities that involve the school, the faculty, alumni and/or students. Events and activities include preparing and distributing nametags, sending electronic and print invitations, tracking RSVPs, arranging for venues, catering and alcoholic beverage service, coordinating travel and accommodations for speakers and guests, managing and tracking budgets for events and activities, working with staff, faculty and students involved in the events, and performing all other tasks that may be required to ensure events are successfully executed. This includes event set-up/tear-down, room arrangement and transporting materials, equipment and other wares to and from events. 35% - Event Budgets, Alumni Records, Office Reception and Other Duties Develop operation and budgetary needs for areas of responsibility, monitor progress in those areas to ensure events stay within budget, negotiate contracts with vendors for events and ensure all University and KUEA procedures are followed. Serve as an advisory to other Engineering departments for departmental events as needed. Work in conjunction with the Executive Assistant to the Dean to gather and update records to ensure the integrity and accuracy of the school's information with KU Alumni Association and KU Endowment Association (KUEA). Utilize KUAA and KUEA database for accessing and tracking event attendance. Serve as a contact for visitors to the Engineering Dean's Suite, helping the team ensure the reception area is professional, welcoming and inclusive to all. Help maintain office, including office and kitchen supplies, and other office management duties. 5% - Other duties as assigned Other duties as assigned by Dean of Engineering or Executive Assistant to the Dean. Position Requirements Some evenings and weekends as needed. Travel for select events when required. Required Qualifications Bachelor's degree in communications, public relations, education, or relevant field, PLUS three years' experience in event planning, alumni relations or related field. Excellent writing and verbal skills, strong professional, interpersonal, administrative and organizational skills as demonstrated with application materials. Experience managing and executing within budgetary constraints for projects and/or events, as evidenced by previous work experience. Preferred Qualifications Master's degree or other advanced degree. Experience in relevant field of event planning in the Lawrence or greater Kansas City metro area. Additional Candidate Instructions A complete application includes: Resume Cover letter addressing how the required and preferred qualifications are met. Contact information of 3 professional references Please also attach to your application: Samples of past planned events if available and Description in 500 words or less, describing how you would plan a Welcome Back event for the School of Engineering. #LI-HR1 Application review begins Monday, November 4, 2024 and will continue until a qualified pool of applicants is received. Contact Information to Applicants Cody Howard codyh@ku.edu Advertised Salary Range $52,000-$60,000; commensurate with experience Work Schedule M-F 8-5 Application Review Begins Monday November 4, 2024 Anticipated Start Date Monday November 18, 2024