Events Administrator Associate

Library Admin

Job Summary
The Events Administrator Associate is responsible for helping the University Library achieve its outreach and engagement goals and supporting the Library's mission, priorities, and initiatives by working collaboratively with departmental libraries and units including the Library Office of Advancement to provide strategic vision and logistical support for events and exhibitions that appeal to a wide range of internal and external audiences.

Duties & Responsibilities

Event and Engagement Strategy

• Manages all aspects of events for the University Library (including the Library Office of Advancement), such as staffing, directing program logistics, booking catering, developing publicity materials, arranging filming/photography, and liaising with presenters, etc.
• Manages and plans volunteer leadership meetings including agenda, information packets, event logistics, and follow up materials.
  
• Collaborates with departmental libraries and units in advance of events and provides subject-matter expertise in determining event needs. Leads event program planning meetings and follow up from these meetings.
• Identifies target audiences and cultivates alumni, friends, and donors to create guest lists and communications strategies for Library events.
• Develops and documents best practices for event and exhibit logistics including participant tracking and post-event surveys.
• Discovers new speakers via close collaborations with Library administration, faculty, and the Library Business Human Resources Service Center’s Organization Development and Training teams.
• Evaluates and assesses event and exhibit impact and effectiveness via data analysis of follow-up reports while collaborating with the Director of Library Assessment.
• Provides content for social media as appropriate for events/exhibits in coordination with the Library’s Chief Communications Officer.

Operations & Logistics

• 
  Supervises the planning, coordinating, and facilitating of logistics for accessible Library events and exhibitions.
  Creates event-specific reports that outline cost, program, timeline, and areas for improvement.
• Serves as primary on-site contact and host for most or all events, greets guests if necessary, ensures events runs smoothly, and exercises independent judgment to resolve issues. This duty may be shared with, or taken on by, other staff on an event-by-event basis.
• Plans and organizes space arrangements and determining set-up for events with Library Facilities and technology arrangements with Library IT.
• Creates event timelines incorporating logistics and speakers/programs for the Library Office of Advancement. Writes remarks for the Dean of Libraries and others, as needed, for Advancement events.
• Troubleshoots and effectively resolves event issues and concerns, both proactively and ad hoc.
• Partners with the Library Business & Human Resources Service Center in managing contracts, invoices, purchase orders, vendor approvals, etc.
• Manages relationships with multiple vendors including venue contacts, design and printing companies, decor vendors, catering vendors, audio visual companies, entertainment contacts, lighting companies, and others.

Additional Physical Demands
Accomplish most work in a typical office work environment. Some on-campus travel is required.

A typical work hours may be necessary to accomplish the position's assigned responsibilities. Occasional work on evenings and weekends is required.


Minimum Requirements
Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field. Three years of professional experience working in event planning and conference management. Demonstrated team management and/or project management experience. Demonstrated experience managing internal and external events.

Appointment Information
This is a 100% full-time Civil Service Custom Class Events Administrator Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. Minimum starting salary is $56,000.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on December 21, 2022. Apply for this position using the Apply Now button at the top or bottom of this posting and upload cover letter, resume, academic credentials (unofficial transcripts or copy of diploma may be acceptable) for all degrees attained, name/contact information for three references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact khutcher@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1014217
Job Category: Administrative
Apply at: https://jobs.illinois.edu