Event Coordinator University of Minnesota Twin Cities

About the Job Position Overview:
The Institute for Global Studies (IGS) in the College of Liberal Arts (CLA) seeks a proven collaborative and strategic Event Coordinator (Campus Operations Professional 1aEvent Management) to work productively in a diverse, fast-paced, and complex environment. The Campus Operations Professional 1 provides professional event coordination services for scholarly activities and academic programs sponsored by the research centers and academic programs affiliated with the IGS Administrative Center (Hub), and supports academic and administrative projects and operational needs in IGS and throughout the Hub.

This is a 100%-time, 12-month, continuous position subject to the Universityas Civil Service Employment Rules. This position reports to the IGS Scholarships & Events Administrator and requires a physical presence in IGS while allowing for a flexible working environment with up to two days of remote work possible per week. Attendance at events and programs outside of regular business hours is expected. This position participates in IGS staff meetings and contributes to Hub operations in areas of expertise and need.

This position demands a high level of professionalism while working with diverse constituencies and often with confidential and private information. The Events Coordinator will be able to operate independently, effectively prioritize and respond to time-sensitive requests, and will possess demonstrated problem-solving and superior customer service skills.

Resume and cover letter required to be considered for the position. Applications without a resume and cover letter will not be considered.

Job Duties/Responsibilities:
Event Coordination - 75%
This position consults with faculty directors, program coordinators, and IGS leadership on the logistical and operational needs for a broad range scholarly events and academic programming, including public lectures, scholarly presentations, book talks, seminars, conferences, workshops, and outreach activities sponsored by the research centers and academic programs affiliated with the IGS Hub. In a typical year across all centers and programs, the Event Coordinator can expect to support more than 150 scholarly events and programs.

• Engage in pre-event consultation and planning to determine needs; research options; make recommendations; adhere to best practices.
• Advise and develop comprehensive plans for events & programs; consult and develop budgets & expense tracking tools; identify & schedule venues; coordinate catering; advise & coordinate registrations; coordinate A/V & technology.
• Coordinate travel, lodging, and hospitality arrangements for visitors.
• Advise program coordinators, graduate assistants, and undergraduate student employees on event logistics.
• Coordinate event management and support; problem-solve and trouble-shoot; manage event set-up and take-down.
• Manage ... email account, respond to routine inquiries independently and with tact and diplomacy, triage and direct inquiries as appropriate.
• Maintain events technology resources, including laptops, connectivity devices, and videoconferencing equipment, etc, and serve as event technology resource for program coordinators and others involved in hosting events.
• Maintain and order shared events supplies and materials, research options and recommend best practices.
• Develop & maintain planning resources for center/program coordinators and directors.
• Consult and advise program coordinators, graduate assistants, and staff on policies, procedures, and documentation requirements concerning payments/reimbursements and associated financial business needs.
• Manage post-event administration, including financial and payment reconciliation, disseminate summary information; administer post-event evaluation and reporting.
• Maintain records on event activities, scope, spending, and trends, and provide regular and ad-hoc reporting when requested.
• Contribute to IGS efforts to improve event accessibility consistent with the Universityas goal to make content accessible to all at the point of creation, thereby demonstrating the core value that all people share equal rights to learn, work, and connect.
• Ensure compliance with University and college policies, procedures, and deadlines across all functional areas, including travel & hospitality, space & access; purchasing & payments; etc.
  

Project & Operational Support - 25%
This position supports one-time and recurring academic and administrative projects in the centers/programs, and provides operational support to the IGS Administrative Hub, including:

• Contribute to grant preparation research and reporting, and projects supported by grants [e.g., Title VI National Resource Center (NRC) and Foreign Language & Area Studies (FLAS); DAAD, etc].
• Contribute to operational and administrative functions in IGS independently and in consultation with IGS staff, leadership, and program coordinators.
• Attend and represent IGS in relevant meetings, trainings, and IGS and CLA events and workshops.
• Support and/or serve on relevant committees as requested; take minutes, maintain accurate and complete files; to include search committees, scholarship reviews, advisory boards, etc.
• Prepare and present relevant materials, engage in planning discussions, coordinate meeting schedules, and manage communications for projects.
• Develop, implement, and maintain internal documentation, timelines, and communications; manage electronic document storage, organization, and access controls.
• Identify areas of workflow improvement to enhance the delivery of integrated logistical and operational support services across functional areas.
• Other duties as assigned.
  

Required Qualifications:

• BA/BS degree or a combination of related education and work experience to equal at least four (4) years.
• Must have demonstrated successful experience planning and executing events, programs, and/or conferences; and budget and expense tracking experience.
• Must have experience and proficiency with Google suite (email, calendaring, docs, drive, etc), MS Office applications (Word, Excel, Powerpoint, etc), and Zoom platform.
• Availability to work some evenings and weekends and be able to lift, carry and move items weighing up to 30 pounds.
  

Preferred Qualifications:

• Four (4) years of full-time experience working in a higher education setting or a cultural/community organization assisting with program and project coordination and delivery.
• Demonstrated successful experience working with multiple units and missions, diverse groups, and internal and external constituencies.
• Demonstrated successful work experience in a fast-paced environment with competing demands and deadlines.
• Demonstrated experience explaining and successfully navigating complex policies and procedures.
• Demonstrated ability to interact and communicate successfully with foreign visitors and guests in a professional academic setting.
• Evidence of excellent written and oral communication skills.