Events Specialist - 22505BR
Senator Bob Dole’s legacy at the University of Kansas was established in 1997 upon the gift of his papers to KU. The Robert J. Dole Institute of Politics was dedicated in 2003 in KU’s West District and became home to the Senator Elizabeth Dole legacy upon the gift of her papers in 2017.
The Dole Institute is home to a museum dedicated to the legacies of Senators Bob and Elizabeth Dole, featuring the largest stained-glass American flag in the world, a memory wall dedicated to Kansas veterans of WWII, and the newly renovated Elizabeth Dole Gallery and Reading Room.
The Robert and Elizabeth Dole Archive and Special Collections department is responsible for collections, research, and exhibits at the Dole Institute. Both Senators’ personal papers and congressional materials are publicly available for research, attracting scholars from all over the world.
The duties of this position include, but are not limited to:
50% Events Support:
- Arrange guest travel, including booking flights, lodging, and ground transportation, as well as create master itineraries.
- Under the guidance of supervisors, submit catering orders and alcohol approval requests, send out dinner invitations, track RSVP lists, coordinate reserved seating, and assist with set-ups.
- Assist with other event logistics as needed, such as reviewing run of shows.
- Manage the office Outlook calendar, help schedule internal meetings, and add important university and sporting events to calendar to avoid conflicts.
- Keep official records of program attendance.
- Provide on-site event support and front desk coverage.
- Serve as back up to Director of Programs.
- Organize catering orders for internal meetings and is responsible for set up and clean up.
- Establish relationships with local hospitality businesses; conduct cost analysis for services and make recommendations; maintain relationships with vendors that can produce Dole Institute branded promotional materials.
- Write and proofread communications, including the weekly newsletter, donor communications, invitations, press releases, event descriptions, programs, outreach templates, and social media copy.
- Assist with event marketing under the direction of supervisors, including social media and outreach to KU campus in conjunction with SAB.
- Support external fundraising campaigns under the direction of Development Coordinator.
- Assist with production of printed and electronic communications pieces, such as annual reports, invitations, seasonal cards, and special publications.
- Review veteran wall submissions and upload upon approval.
- Update the Student Worker Manual.
- Receives to initial media inquiries.
- Serve as the initial contact for all outside rentals and usage of the facility including answering the Dole facility rental email.
- Under the direction of the Director of Programs, serve as liaison for both university and non-university entities and organizations on event related matters.
- Review and make recommendations to implement facility usage policies in accordance with university policies.
- Work with financial staff on event invoicing.
- Arrange for physical set-up of events and post-event clean-up as necessary.
- Attend to pre-event details related to guest speakers, program logistics, event management, catering, audiovisual requirements, and staffing.
- Assist presenters in the operation of program-specific media materials such as video, audio, photographs, slides, and multimedia applications.
- This position requires working on-site.
- Some evening and weekend work required.
- Bachelor’s Degree in Communications, Public Relations, Education, Political Science or related field PLUS one (1) year of related experience.
- Minimum six (6) months of experience in general office, clerical and/or administrative support work.
- Excellent communication skills, as evidenced by application materials.
- Experience using the Microsoft Office Suite.
- Effective written communication skills as evidenced by application materials.
- Customer service experience.
- Job experience at an advanced level in office support/clerical work.
- Excellent verbal interpersonal skills with diverse population.
- Experience in a small business environment.
- Ability to prioritize and organize duties in an efficient manner.
- Ability to understand and follow verbal and written instructions with minimal supervision.
- Familiarity with the Dole Institute and/or University of Kansas community.
Additional Candidate Instructions
- Cover letter addressing how you meet the required and preferred qualifications.
- Contact information for three professional references (including at least one previous or current supervisor).
- Completion of the online application.
- Application review begins Tuesday, July 5, 2022 and continues until a pool of qualified applicants is identified.