Events Coordinator
Position Overview
This is a twelve-month, full time position that reports to the Dean of Engineering. The Event 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
Engineering School Events and Programs (60%):
Office Reception and Other Duties (25%):
Event Budgets and Other Duties (10%):
Alumni and Endowment Records (5%):
- 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.
Office Reception and Other Duties (25%):
- Serve as primary initial contact for visitors to the Engineering Dean’s Suite, ensuring that the reception area is professional, welcoming and inclusive to all.
- Help maintain office, including office and kitchen supplies, and other office management duties.
- Serve as an advisory to other Engineering departments for departmental events as needed.
- Other duties as assigned by Dean of Engineering or Executive Assistant to the Dean.
Event Budgets and Other Duties (10%):
- 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.
Alumni and Endowment Records (5%):
- 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.
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, and three years experience in event planning, alumni relations or related field.
- Excellent communication skills as evidenced in application materials and previous work history.
Preferred Qualifications
- Master’s degree or other advanced degree.
- Experience in event planning or related field in the Lawrence or greater Kansas City metro area.
- Experience managing, executing, and working within budgetary constraints.
- Excellent administrative and organizational skills as demonstrated with application materials.
Additional Candidate Instructions
A complete application includes:
Application review begins Monday, September 9, 2024 and will continue until a qualified pool of applicants is received.
- CV/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.
Application review begins Monday, September 9, 2024 and will continue until a qualified pool of applicants is received.
Contact Information to Applicants
Cody Howard
codyh@ku.edu
codyh@ku.edu
Advertised Salary Range
$52,000 or commensurate with experience
Work Schedule
M-F 8-5
Application Review Begins
Monday September 9, 2024
Anticipated Start Date
Monday September 30, 2024