Engagement Coordinator (Event Services Coordinator)

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

Benefits offered by this job

Hybrid schedule

Comprehensive benefits

Tuition subsidy

Job summary

Indiana University Libraries in Bloomington, IN is seeking an Events Services Coordinator to manage library events across multiple units, including the Lilly Library and Archives. You will coordinate logistics, budgeting, and vendor relations, and work with staff to deliver in-person and virtual events.

The role requires at least a high school diploma and 4 years of experience in events or related fields; strong communication, organization, and initiative are essential.

Qualifications

• High school diploma or GED required.
• 4 years of experience in events, customer service, administrative, or related field.
• Proven written and verbal communication skills.
• Ability to work in a fast-paced, dynamic environment and manage multiple tasks.
• Experience with Indiana University vendor systems is preferred.
• Event management experience with a large, multiunit organization is preferred.

Responsibilities

• Oversees logistical and administrative execution of library events for multiple units.
• Interacts with communications professionals, librarian programmers, and library staff.
• Captures high-quality photography images at library events and manages edited images.
• Documents all event plans in shared Teams workspace and attends preplanning meetings.
• Tracks budget, attendance, staff hours, and other outcome-based information.
• Manages ordering, inventory and distribution of library and IU-brand promotional items.
• Ensures event equipment and supplies are stocked, inventoried, and stored.
• Works with donor-relations staff regarding hospitality and event needs.
• May drive a vehicle to setup events or transport supplies.
• Coordinates design, layout, and logistics of events (seminars, conferences, etc.).
• Acts as liaison with vendors and departments to adhere to budget and policies.
• Answers guest calls and emails and provides information related to event services.

Skills

Communication

Professionalism

Time management

Attention to detail

Initiative

Customer relations

Flexibility

Education

High school diploma or GED

Tools

Microsoft 365

Job description

LIBRARIES (BL-LIBR-IUBLA)

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

We offer meaningful work that inspires and empowers students and faculty to excel in research, teaching, and learning. We promote professional development, career advancement, and flexible work schedules.

Department Specific Responsibilities

• Reports to the Assistant Dean for Engagement at IU Libraries.


• Oversees the logistical and administrative execution of library events and passive programming for all library units, including the Lilly Library, Wylie House Museum, Cook Music Library, Herman B Wells, Sciences Library, Business/School of Public and Environmental Affairs (SPEA) Library, Education Library and various archives such as the Archives of Traditional Music (ATM), Moving Image Archive and University Archives. Activities include both in-person and virtual events.


• Interacts daily with creative communications professionals, librarian programmers, and library administration, along with some interaction with development professionals in need of hospitality support.


• Captures high-quality photography images at library events and manages a working library of edited images.


• Documents all event plans in shared Teams workspace. Attends and hosts preplanning meetings.


• Tracks, documents, and shares event assessment data such as budget, attendance, staff hours invested and other outcome-based information.


• Manages all ordering, inventory and distribution of library and IU-brand promotional items, including vendor relationships and documentation.


• Ensures all event equipment and supplies are well stocked, inventoried and neatly stored. Inventories orders and distributes hospitality related food supplies, with support of student staff.


• Works closely with donor-relations staff regarding hospitality and event needs.


• May drive vehicle to setup events or procure or transport supplies for events.

General Responsibilities

• Coordinates basic and increasingly more complex design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.


• Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated budget, specifications, policies, and standard procedures.


• Answers guest and customer calls and emails and provides information related to event services.


• Maintains files, documents, calendars, and event-related correspondence records. Maintains mailing lists and may help with printing and distribution of event marketing materials.


• Assists in the setup of meeting or conference spaces; may delegate setup tasks to Setup Coordinator(s) depending on event size/scope.


• May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity.


• May address urgent or escalated issues, escalating to supervisor as needed.


• May provide guidance to lower-level Event Services Coordinators; may make process recommendations to supervisor for increased operational efficiency.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required 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 delivery experience.

LICENSES AND CERTIFICATES

Preferred

• Possesses a valid driver's license with the ability to be insured 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, dynamic environment.


• 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, Word and Excel.

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. This position requires the ability to move about the workspace as well as the university. The person in this role must be able to perform the essential functions with or without an accommodation.

This position requires a few times a year an event may require working on a weekend. This position requires some occasional local travel.

Herman B Wells Library

Bloomington, Indiana

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

$23.07 - $25.00 per hour.

For full-time staff employees, Indiana University offers a wide array of benefits including:

• 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, critical illness, and supplemental accidental death & dismemberment insurance


• Base retirement plan with generous IU contributions, subject to vesting


• Voluntary supplemental retirement plan options


• Tuition subsidy for employees and family members taking IU courses


• 10 paid holidays plus a paid winter break each year


• Generous paid time off plans


• Paid leave for new parents and IU-sponsored volunteer events


• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Mastery

FLSA: Nonexempt

Job Function: Operations

Job Family: Events

Click here to learn more about Indiana University's Job Framework.

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days.

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

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

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