Event Planning and Operations Coordinator

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Event Planning and Operations Coordinator

Gies Undergraduate Programs

Job Summary

The Hoeft Technology and Management Program is an academic minor offered jointly by the Gies College of Business and the Grainger College of Engineering. The purpose of the program is to prepare students for careers in technical, interdisciplinary, team-based environments. The T&M Events and Operations Coordinator will be responsible for assisting the Director in designing an annual co-curricular events plan and executing logistics for key events in the T&M program, ranging from workshops and seminars to global immersion experiences. This individual will ensure smooth operations for a diverse array of program activities, including troubleshooting student course enrollment, tracking expenses and facilitating reconciliation, and managing unit marketing and promotion activities in collaboration with Gies Marketing and Communications unit. To be successful in this role, the incumbent must be able to foster good working relationships with key stakeholders across campus and beyond.

Duties & Responsibilities

• Coordinate and execute a robust calendar of co-curricular activities that meet student and industry needs. • Coordinate with T&M staff to develop an annual events and co-curricular activities strategic plan. • Crafts events to meet defined learning objectives for co-curricular activities. Monitor internal tracking of annual event budget and event-related expenditures. Reconcile receipts, submit purchase orders, prepare expense reports, and ensure events are executed within budget, working closely with Gies HR Business Partners. • Schedule facilities for program events and activities. • Organize group transportation and faculty and staff travel, when necessary. • Secure catering for events and activities. • Serve as a liaison to key stakeholders for coordination of program activities and events.
• Manage daily operations to ensure efficient and effective interaction with students, corporate partners, and campus partners. • In collaboration with Director, monitor internal tracking of operational T&M budget expenditures and act as a liaison between the Hoeft & Technology Management department and Gies College Business Partners teams on branded merchandise, student travel, procurement, inventory, and expense reimbursements, by providing necessary information and documentation in accordance with University and College policies and procedures. • Coordinate with college and campus teams to manage contracts, course agreements, purchase orders, and scholarships. Track status and ensure on-time execution to minimize disruptions to program operations. • Foster relationships with service units in Gies, Grainger, and across campus essential to program functions. • Order supplies for ongoing and one-off program needs • Manage inventory of T&M branded merchandise and gifts. • Provide daily oversight of T&M student employees.
• Coordinate program marketing and communication efforts. • Administer T&M websites and social media accounts. • Coordinate broadly distributed program communications in collaboration with T&M director and Gies Marcomm • Facilitate group communication with board and faculty in coordination with other T&M staff. • Triage student inquiries and troubleshoot solutions.
• Coordinate logistics to support the admissions cycle. • Draft and push recruitment communications in collaboration with T&M director and Gies Marcomm • Update application forms and scheduling tools. • Manage the annual timeline and develop a project plan to support the cycle.
• Support other program activities and student recruitment efforts as needed.

Specialty Factors

Bachelor's degree in business, engineering, science, communications, marketing, or related field. A total of two (2) years (24 months) in education, training and/or work experience in program coordination, project management, marketing, operations, or event management.

Preferred Qualifications

Experience managing events in a higher education setting. Experience in student recruitment.

Knowledge, Skills and Abilities

• Strong interpersonal and communication skills.
• Demonstrated desire to work with students.
• Strong project management skills.

Appointment Information

This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after the posting close date. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The salary range for this position is $52,000 - $54,000 for the title of Event Planning and Operations Coordinator. For more information on Civil Service classifications, please visit the SUCSS web site at

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on Monday, April 8, 2024 . Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact [email protected]. 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, 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 [email protected].

Requisition ID : 1023546 Job Category : Administrative Apply at: