Event Support & Operations Associate - EnterpriseWorks

Illinois; Champaign (IL); On-site; USD 50,000 - 55,000; Full time

Job summary

University of Illinois Urbana-Champaign (Research Park/EnterpriseWorks) is seeking an Event Support & Operations Associate to ensure event success from setup through execution and wrap-up.

The role requires in-person campus work and may include evenings and weekends. Salary ranges from $50,000 to $55,000 with civil service classification and comprehensive internal coordination.

Qualifications

• A Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
• One year (12 months) of professional work experience in events planning, conference management, public relations, communications, marketing, or related field.

Responsibilities

• Event Day Setup & Preparation: arrange tables, chairs, displays; set up AV with IT staff; stage catering and beverages; prepare materials and registrations.
• Post Event Support: break down setups, clean and return space to standard; manage supplies.

Skills

Event planning experience

Public relations

Education

Bachelor's degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field

Job description

Event Support & Operations Associate - EnterpriseWorks

This position requires in-person work on campus and may require working outside standard hours including evenings and occasional weekends.

This position is not eligible for any type of sponsorship for work authorization.

The University of Illinois Urbana–Champaign is a public land-grant research university in Illinois in the twin cities of Champaign and Urbana. It is the flagship institution of the University of Illinois system and was founded in 1867. The university serves the people of Illinois through a shared commitment to excellence in teaching, research, public engagement, economic development and health care. Faculty, staff and students share their knowledge, expertise and resources with residents in every corner of the state through public service and outreach programs.
The Research Park at the University of Illinois is a leading innovation hub for technology commercialization which cultivates startups and increases talent capabilities for established companies. The mixed-use composition promotes creative collisions and interdisciplinary collaborations, strengthening the bridge between campus and community. With more than 100 companies and 2,000 employees, the Research Park and EnterpriseWorks business incubator represent one of the largest employment centers in the Champaign-Urbana community. Research Park creates a lively environment in the heart of a thriving community that is inspiring innovation, collaboration, and entrepreneurial success. The Research Park hosts more than 200 events per year including professional development, employee networking, professional development, technology programs, and industry collaborations.

Job Summary

The Event Support & Operations Associate ensures Research Park events run smoothly by setting up, preparing materials, and providing hands on support before, during, and after each event.

Duties & Responsibilities

• Event Day Setup & Preparation:
  • Arrange tables, chairs, displays, etc. according to prescribed floor plans
  • Work with IT Specialist to set up audiovisual equipment (slides, microphone, etc.)
  • Stage catering food in an orderly fashion and put out assorted beverages from our stock
  • Prepare event materials (handouts, name badges/placards, print registration, etc.)
  • Occasional special set-up for elevated events (backdrops, flowers, exhibits, podium, etc.
• Post Event Support:
  • Break down room setups and return spaces to standard configuration
  • Clean up food, return excess beverages & supplies to their designated places
  • Keep events room clean and organized so supplies can be easily accessed
• Event Execution:
  • Greet attendees and assist with check in or seating as needed
  • Replenish food and supplies as needed
  • Keep event space clear of debris
  • Support staff to ensure smooth event flow, pleasant guest experience and safety
• General Event Support:
  • Help create registration forms for events in WebTools
  • Check on-going registration of upcoming events and communicate with stakeholders
  • Check website events calendar to ensure that event listings match events listed in Outlook
  • Maintain inventory of event supplies (tablecloths, utensils, signage, etc.)
  • Track and report event participation and program outcomes
  • Develop and manage engagement program budgets
  • Develop tools and processes to improve operational efficiency and enhance knowledge sharing across teams
  • Supervise and support student employees on related projects
  • Perform other duties as assigned

Minimum Qualifications

• Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
• One (1) year (12 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.

Preferred Qualifications

• Prior experience working in industry and technology events and programs.
• Catering and food service experience.
• Experience with expense reports, budgeting.
• Data tracking, use of databases, Excel, digital forms.

Knowledge, Skills and Abilities

• Strong attention to detail
• Manage multiple tasks and timelines
• Follow checklists and standard processes
• Communicate clearly and professionally with staff, vendors, and attendees
• Possess basic proficiency with office tools (email, calendars, spreadsheets)
• Learn simple event related systems (registration & booking software)
• Lift and move items such as lunch boxes, tables, chairs, and supplies
• Be reliable, punctual, and consistent
• Have a friendly, service oriented attitude
• Pivot as plans and circumstances arise
• Take initiative and notice what needs to be done without being asked
• Discern when to work independently and collaborate with others
• Ability to use discretion and maintain confidentiality in all business matters
• Ability to exercise sound judgment, strategic thinking, and creative problem-solving to proactively address challenges, improve processes, and resolve issues through effective collaboration

Appointment Information

This is a 100% full-time Civil Service 5009 - Events Administrator Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The budgeted salary range for the position is $50,000 to $55,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

This position is not eligible for any type of sponsorship for work authorization.