Engagement Coordinator (Event Services Coordinator)

Indiana University Bloomington; Bloomington (IN); Hybrid; USD 32,000 - 34,000; Full time

Benefits offered by this job

Health insurance

Tuition subsidy

Paid time off

Holiday pay

Employee assistance program (EAP)

Job summary

Indiana University Bloomington Libraries seek an Events Coordinator to manage logistics and administration for library events across multiple units, including Lilly Library and Archives. The role collaborates with communications staff, handles vendor relationships, and tracks data to evaluate outcomes.

This Bloomington-based position offers a limited hybrid schedule and requires strong communication, organization, and customer service skills, plus 4 years of relevant experience and a high school

Qualifications

• High school diploma or equivalent.
• 4 years of experience in events, customer service, or related field.

Responsibilities

• Coordinates basic and increasingly more complex design, layout, and logistics of events.
• Liaises with vendors, departments, and facilities while respecting budgets and procedures.
• Answers guest and customer inquiries and maintains event-related records.
• Assists in setup of meeting spaces and coordinates with marketing for publicity.
• Manages inventory and distribution of promotional items and equipment.

Skills

Communication

Professionalism

Time management

Attention to detail

Initiative

Customer relations

Flexibility

Education

High school diploma

Tools

Microsoft 365

Job description

Department

LIBRARIES (BL-LIBR-IUBLA)

Department Information

The Indiana University (IU) Libraries' mission is to support andstrengthen teaching, learning, and research by providing thecollections, services, and environments that lead to intellectualdiscovery. Our materials are digital, visual, audio, and print.They are curated from our campuses, our country, and our world. Asa result, they are in 450 different languages, are world-renowned,and are ready to connect students and researchers with limitlesspossibilities. We are also proud to be home to Indiana UniversityPress, an academic press serving the world of scholarship andculture as a professional, not-for-profit publisher.

Job Summary

Department Specific Responsibilities

• Reports to the Assistant Dean for Engagement at IULibraries.
• Oversees the logistical and administrative execution of libraryevents and passive programming for all library units, including theLilly Library, Wylie House Museum, Cook Music Library, Herman BWells, Sciences Library, Business/School of Public andEnvironmental Affairs (SPEA) Library, Education Library and variousarchives such as the Archives of Traditional Music (ATM), MovingImage Archive and University Archives. Activities include bothin-person and virtual events.
• Interacts daily with creative communications professionals,librarian programmers, and library administration, along with someinteraction with development professionals in need of hospitalitysupport.
• Captures high-quality photography images at library events andmanages a working library of edited images.
• Documents all event plans in shared Teams workspace. Attendsand hosts preplanning meetings.
• Tracks, documents, and shares event assessment data such asbudget, attendance, staff hours invested and other outcome-basedinformation.
• Manages all ordering, inventory and distribution of library andIU-brand promotional items, including vendor relationships anddocumentation.
• Ensures all event equipment and supplies are well stocked,inventoried and neatly stored. Inventories orders and distributeshospitality related food supplies, with support of studentstaff.
• Works closely with donor-relations staff regarding hospitalityand event needs.
• May drive vehicle to setup events or procure or transportsupplies for events.

General Responsibilities

• Coordinates basic and increasingly more complex design, layout,and logistics of events including seminars, workshops, boardmeetings, conferences, student and alumni events, performances, andexhibitions.
• Acts as a liaison with relevant vendors, partner organizations,departments, and/or facilities and ensures event plans adhere tostipulated budget, specifications, policies, and standardprocedures.
• Answers guest and customer calls and emails and providesinformation related to event services.
• Maintains files, documents, calendars, and event-relatedcorrespondence records. Maintains mailing lists and may help withprinting and distribution of event marketing materials.
• Assists in the setup of meeting or conference spaces; maydelegate setup tasks to Setup Coordinator(s) depending on eventsize/scope.
• May interface with media and/or marketing and communicationsrepresentatives regarding calendar of events and eventpublicity.
• May address urgent or escalated issues, escalating tosupervisor as needed.
• May provide guidance to lower-level Event ServicesCoordinators; may make process recommendations to supervisor forincreased operational efficiency.

Qualifications

Combinations of related education and experience may beconsidered. Education beyond the minimum required may besubstituted for work experience. Work experience beyond the minimumrequired may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED).

WORK EXPERIENCE

Required

• 4 years of experience in events, customer service,administrative, or related field.

Preferred

• Event management experience, particularly for a large,multiunit organization.
• Experience with Indiana University vendor systems.
• Professional event photography and digital file deliveryexperience.

LICENSES AND CERTIFICATES

Preferred

• Possesses a valid driver's license with the ability to beinsured by Indiana University upon date of hire.

SKILLS

Required

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamicenvironment.
• Highly thorough and dependable.
• Possesses a high degree of initiative.
• Ability to build strong customer relationships.

Preferred

• Proven mastery of Microsoft 365 programs such as Outlook, Wordand Excel.

Working Conditions / Demands

This role regularly requires the ability to effectivelycommunicate. This role frequently requires the ability to handleequipment. This role frequently requires the ability to remainstationary and ascend/descend ladders/stairs. This role requiresthe ability to move objects weighing up to 25 pounds. The rolerequires the ability to detect items in close proximity as well asfar away; discern between colors; detect objects in peripheralspace of self; discern items in detail; and to have good depthperception. This position requires the ability to move about theworkspace as well as the university. The person in this role mustbe able to perform the essential functions with or without anaccommodation.

This position requires a few times a year an event may requireworking on a weekend. This position requires some occasional localtravel.

Work Location

Herman B Wells Library

Bloomington, Indiana

This position is eligible for a limited hybrid schedule (mixbetween remote and in-person work), subject to change in the futurebased on university policy and business needs.

Advertised Salary

$23.07 - $25.00 per hour.

Benefits Overview

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, criticalillness, and supplemental accidental death & dismembermentinsurance
• Base retirement plan with generous IU contributions, subject tovesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IUcourses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteerevents
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IUBenefit Programs Brochure .

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: Operations

Job Family: Events

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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on theadvertised Close Date. This posting may be closed at any time atthe discretion of the University, but will remain open for aminimum of 5 business days. To guarantee full consideration, pleasesubmit your application within 5 business days of the PostedDate.

If you wish to include a cover letter, you may include it with yourresume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider ofADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discriminationhere which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policystatements, crime and fire statistics for all Indiana Universitycampuses, is available online. You may also request aphysical copy by emailing IU Public Safety at [e-mail] or by visiting IUPD.

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