Event Services Coordinator

The Chronicle Of Higher Education, Inc.; Bloomington (IN); On-site; USD 39,803 - 44,803; Full time

Benefits offered by this job

Medical and dental insurance

HSA contributions

Flexible spending accounts

Life insurance

Job summary

The O'Neill School of Public and Environmental Affairs at Indiana University is seeking an Events Coordinator. The role provides event planning and program support across multiple offices, including travel arrangements, venue research, and coordination with caterers and vendors.

Responsibilities include greeting guests, preparing materials, updating web pages, and assisting with facility operations, all while delivering excellent customer service.

Qualifications

• High school diploma or equivalent.
• Proficient in Microsoft Office Suite and ability to learn new technologies.
• Demonstrated ability to plan and coordinate event logistics.

Responsibilities

• Coordinate event planning including travel, venue, vendors, materials, and on-site coordination.
• Greet prospective students and guests; prepare marketing and event materials; assist with facility operations.
• Update web pages and manage event-related communications; liaise with vendors and departments while keeping within budget.
• Assist with setting up meeting spaces and coordinate with Set-Up Coordinators; support calendar and publicity efforts.
• Provide exceptional customer service to all guests of the O'Neill School and Undergraduate Programs Office.

Skills

Proficient communication skills

Maintains professionalism

Time management

Commitment to quality

Flexibility in fast-paced environment

Thorough and dependable

Education

High school diploma or equivalent

Valid driver's license

Tools

Microsoft Office

Job description

Department

THE O'NEILL SCHOOL - BL SPEA (BL-SPEA-IUBLA)

Department Information

The O'Neill School of Public and Environmental Affairs works to build a better world by stewarding the development of welcoming societies, democratic governance, and a healthy, sustainable environment. With partners across the public, private, and nonprofit sectors, we pursue education, scholarship, and civic engagement at the crossroads of policy, science, and management. We give our students the knowledge and skills to have a significant impact around the globe.

Our Values

• Excellence - Aiming to be the best in all that we do and developing the professional and personal capabilities necessary to improve the world through our work.
• Meaning and impact - Pursuing careers and service that add purpose and meaning to our lives, encouraging others to do so, and improving quality of life for individuals and societies.
• Ongoing learning - Continuously developing the skills, knowledge, experience, and sound judgment necessary for wise and informed decision-making.
• Well-being - Emphasizing the well-being and safety of individuals and the health of our natural environment as essential for thriving communities and well-functioning, just societies.

Job Summary

The O'Neill School of Public and Environmental Affairs is seeking an Events Coordinator. The primary duties of this position are providing event planning and program support services to O'Neill including, but not limited to the Undergraduate Program Office, Events Planning Office, Civic Leaders Living-Learning Center, Student Success Office, and Student Leadership Programs Office.

Department Specific Responsibilities

• Event planning responsibilities include, but are not limited to travel arrangements, venue selection, researching vendors, event materials, working with caterers and onsite coordination, coordinating student events and trips, scheduling guest speakers for weekly programs.
• Program support includes greeting prospective students and guests, preparing marketing and event materials, preparing mailings, assisting with facility operations, updating web pages, and researching and working with external vendors.
• Additional administrative duties include performing a variety of non-routine tasks related to the successful completion of the daily support of O'Neill School programs, including but not limited to the initiation of financial documents, hospitality requests, and reimbursement requests.
• Provides exceptional customer service to all guests to the O'Neill School and the Undergraduate Programs Office.

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 Set-Up 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 provide guidance to lower-level Event Services Coordinators.

Qualifications

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).

Licenses and Certificates

• Preferred: Possess a valid driver's license with the ability to be insured by Indiana University Upon Date of Hire.

Skills

• Required:
  • Proficient 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.
• Preferred:
  • Ability to plan and coordinate event logistics and effectively execute.
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and aptitude for learning new technologies.

Working Conditions / Demands

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. The person in this role must be able to perform the essential functions with or without an accommodation.

Additional Information

Work schedule will align with current school and/or university guidelines along with position requirements including weekend and evening hours.

Work Location

Paul H. O'Neill School of Public & Environmental Affairs
1315 East 10th Street
Bloomington, Indiana 47405

Advertised Salary

$39,803.20 - $44,803.20. Salary will be based in equity and experience.

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, 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)

Job Classification

• Career Level: Intermediate
• FLSA: Nonexempt
• Job Function: Operations
• Job Family: Events

Equal Employment Opportunity

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