Hubbard School Event Manager

University of Minnesota; Minneapolis (MN); On-site; USD 67,000 - 77,000; Full time

Job summary

The Event Manager at the Hubbard School of Journalism and Mass Communication, University of Minnesota, leads planning, logistics, purchasing, and execution for a variety of school events. This role coordinates with vendors, campus partners, and external organizations to ensure successful events, with on-site and hybrid modalities when needed.

Responsibilities include budgeting, contract management, and supervising student staff while maintaining compliance with university policies and safety

Qualifications

• BA/BS degree plus 2+ years in event planning, hospitality, PR, or ops.
• End-to-End event planning experience for complex events (2+ years).
• Experience managing event budgets and vendor contracts.

Responsibilities

• Lead end-to-end event logistics, run-of-show, catering, and on-site setup/tear-down.
• Negotiate vendor agreements, issue purchase orders, and manage project-level spending.
• Manage event budgets with finance, ensuring compliance with UMN policies.
• Coordinate with co-sponsored events and visiting organizations.
• Coordinate AV, hybrid/virtual setups with technology teams.

Skills

End-to-End Event Planning

Vendor coordination

Project management

Cross-functional communication

Flexible hours

Education

BA/BS degree

Tools

Vendor contracts

Job description

About The Job

The Event Manager serves as the primary operational lead for event planning, logistics, purchasing, and execution within the Hubbard School of Journalism and Mass Communication. Housed in Murphy Hall, the Hubbard School is a dynamic, fast-paced environment that delivers a wide array of public, academic, and student engagement events designed to engage alumni, donors, industry professionals, and the campus community.

Responsibilities

• Event Planning, Directing, and Execution (50%)
• End-to-End Execution: Lead direct logistics, run-of-show design, catering, and on-site setup/tear-down for School events, including major donor dinners, student recognition/graduation events, school celebrations, faculty-led conferences, orientations, and research talks.
• Vendor & Contract Management: Serve as the primary contact for external vendors (caterers, photographers, sales reps, and venue managers). Negotiate vendor agreements, issue purchase orders, and manage project-level spending.
• Financial & Compliance Oversight: Manage and reconcile event budgets in partnership with the finance team. Ensure strict compliance with UMN policies regarding food/beverage permits, contracts, and safety protocols.
• Partner & External Convenings: Act as the primary operational liaison for co-sponsored events and visiting organizations, including regional/national media and scholastic groups in journalism, strategic communication, and public relations (e.g., Associated Collegiate Press, The BrandLab).
• Technical Integration: Partner with School and University technology teams to coordinate AV setups, recordings, and hybrid/virtual event modalities.
• Event Administration and Project Management (25%)
• Master Calendar Management: Maintain the central, authoritative School Calendar of Events to manage workload, track status, and prevent scheduling conflicts.
• Internal Communication: Convene regular planning meetings with key stakeholders such as Director’s Office, Student Services, Development, and Communications teams to advise on upcoming event volume, align timelines, and clarify operational roles.
• Institutional Networking: Represent the Hubbard School within the UMN Event Planners Circle and campus operational networks to build strong relationships across central administration. Consult with CLA External Relations and Public Relations staff on media and public relations efforts as appropriate.
• Data Management: Manage mailing lists, participant databases, and electronic/printed records of activities. Assist the Communications Manager with maintaining Hubbard mailing lists.
• Event Operations and Facilities Management (15%)
• Event Space Management: Oversee day-to-day scheduling, maintenance, technology readiness, and catering logistics for Murphy Hall event spaces (Conference Center, Heggen Room, etc.). Ensure venue spaces remain clean, functional, and equipped for high-caliber guest experiences.
• Vendor & Asset Logistics: Maintain inventory for event supplies, food/beverage needs, and signage.
• Event Collateral & Swag Management: Manage inventory, ordering, and distribution of School-branded promotional items, swag, and recognition awards for guests, alumni, and donors.
• Student Supervision: Hire, train, and supervise student staff supporting event setup, registration, and operational logistics.
• Cross-Functional Collaboration (10%)
• Team Workflows: Partner across departments to align multi-event timelines and balance workload expectations with School partners.
• Communications Coordination: In close partnership with the Senior Marketing and Communications Manager, coordinate event-specific logistics including guest lists, printed programs, name tags, directional signage, and digital display updates.

Qualifications

Required Qualifications

• Education & Experience: BA/BS degree plus a minimum of two (2) years of relevant experience in event planning, hospitality management, public relations, or operations; OR a combination of related education and work experience equaling at least six (6) years. Prior work coordinating event activities.
• End-to-End Event Planning: Minimum of two (2) years of demonstrated experience planning, executing, and staffing complex events (e.g., student events, conferences, banquets, recognition events, or speaker series).
• Financial & Vendor Coordination: Experience managing project-level event budgets, processing vendor contracts, and handling purchasing or reconciliations.
• Institutional / Policy Navigation: Demonstrated experience navigating complex organizational structures, standard operating procedures, or compliance protocols (e.g., permits, contracts, facility rules) to execute projects.
• Project Management & Problem-Solving: Proven track record of managing multiple concurrent event timelines, setting priorities, and independently resolving on-site operational challenges under tight deadlines.
• Cross-Functional Communication: Experience facilitating planning meetings or coordinating event workflows across multidisciplinary teams.
• Operational Requirements: Ability to work flexible hours when needed (including occasional early mornings, evenings, or weekends) and physical capability to lift/move light event equipment weighing up to 25 lbs.

Preferred Qualifications

• Facility & Space Operations: Experience overseeing event space scheduling, room readiness, or basic facility coordination.
• Sector Experience: Professional event management experience within a higher education institution, media organization, or complex corporate/non-profit environment.
• Supervision: Experience recruiting, training, scheduling, and supervising student workers, temporary event staff, or volunteers.
• University Systems & Policy: Direct familiarity with University of Minnesota administrative systems, financial guidelines, or campus facility protocols.
• Industry Affinity: Professional background or personal affinity for media, journalism, strategic communication, or creative industries.

About The Department

The Hubbard School of Journalism and Mass Communication serves nearly 1,000 undergraduate, professional M.A., and Ph.D. students across three core disciplines: Strategic Communication (Advertising & Public Relations), Professional Journalism, and Media & Information. Accredited by the ACEJMC, the School delivers top-tier academic rigor alongside hands-on, industry-aligned training.

Housed in Murphy Hall, which is a state-of-the-art facility featuring a dedicated conference center, the School is home to three research centers and brings together regional and national media outlets, corporate leaders, agencies, scholastic journalism groups, and academic researchers to explore emerging media, ethics, and industry innovation. Our events calendar reflects this rich ecosystem. Events range from international high-profile thought leadership forums and national photojournalism conferences to donor/alumni celebrations, research talks, student engagement initiatives, and regional student journalism conferences.

About the Hubbard School

For further information, please visit the Hubbard School of Journalism and Mass Communication website at: https://hubbardschool.umn.edu/

About the College Of Liberal Arts

Home to the arts, social sciences and humanities disciplines and programs, the College of Liberal Arts is the largest college in the University of Minnesota and comprises 31 academic departments, and over 20 interdisciplinary research centers and administrative/support units. CLA has over 1,300 faculty and staff spanning research, teaching, advising, outreach, and administrative functions. CLA units reside in over twenty buildings on the East Bank and West Bank of the Twin Cities campus. CLA enrolls nearly 13,000 undergraduate students, over 40% of the undergraduate enrollment on the Twin Cities campus, 1,400 graduate students, and has an annual all-funds budget of $290 million.

CLA is a destination for curious, compassionate individuals who are committed to making our increasingly interdependent and diverse global community work for everyone. That foundational commitment begins in our CLA Constitution. CLA is committed to increasing enrollment of underrepresented and under-resourced students, diversifying our faculty across all disciplines, recruiting, and retaining a diverse staff, and promoting the expression and exploration of diverse perspectives and viewpoints—so that we all gain the background knowledge and analytical skills we need to understand and respect differences.

Diversity, Equity, and Inclusion in CLA

Working in CLA

The Benefits of Working at the U

Pay And Benefits

Pay Range: $32.21 - $37.02 per hour ($67,000 - $77,000 annually) depending on education/qualifications/experience

Time Appointment: 100% A ppointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University Of Minnesota

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu