Events Coordinator

University of Minnesota; Austin (MN); Hybrid; USD 30,000 - 40,000; Full time

Benefits offered by this job

Competitive wages

Paid holidays

Generous time off

Healthcare and dependent care flexible spending accounts

Excellent retirement plans

Job summary

The University of Minnesota seeks an Events Coordinator at The Hormel Institute in Austin, Minnesota. The position includes planning and executing both internal and external events that align with the Institute's mission. The Events Coordinator will collaborate with various departments to ensure events meet their goals while managing logistics such as registration, budgets, and schedules.

Required qualifications include a BA/BS degree and at least two years of relevant experience, with strong organizational and communication skills. The role offers a flexible work profile and a comprehensive benefits package.

Qualifications

• Minimum two years experience in event coordination or related.
• Excellent communication skills required.
• Ability to manage multiple tasks and deadlines.

Responsibilities

• Plan and execute various institutional events.
• Coordinate logistics for virtual and in-person events.
• Serve as point of contact for external events.

Skills

Event coordination

Oral and written communication

Organizational skills

Interpersonal skills

Microsoft Office Suite

Google Applications

Education

BA/BS degree

Job description

About the Job

Through strategic storytelling and integrated marketing, The Hormel Institute, University of Minnesota, Communications Department enhances the Institute's reputation, invites engagement and collaboration, inspires action, and shows why and how the Institute advances science through research, education, and community. The Communications Department consists of a Manager, Content Writer, Graphic/Web Designer, Digital Media Specialist, and a Communications Associate who all work together to create a seamless story and user experience that connects from brochures to newsletters to webpages to events and everything in between.

Reporting to the Communications Manager, the Events Coordinator supports the planning, coordination, and execution of internal and external events and visits that align with The Hormel Institute's mission, vision, and values. Leading up to the event, the Events Coordinator works directly with the event owner to understand the event purpose, goals, and desired outcomes; collaborates across departments to ensure the right teams understand their roles and responsibilities; and keeps track of both their own and team deadlines and assignments. On event days, the Events Coordinator serves as the point person, troubleshooting issues and solving problems; overseeing support staff; managing the event schedule; and guiding the event toward success. Post event, the Events Coordinator organizes and leads debrief meetings with partners to identify lessons learned, if goals were met, and how to improve future events.

The role serves as a strategic partner to leadership, committees, and external stakeholders, while being task-driven, hands‑on, and supporting both short- and long‑term planning and execution for events and institutional engagement. The position requires strong organizational skills, attention to detail, and the ability to manage multiple concurrent priorities and deadlines. The employer retains the right to change or assign other duties to this position.

Focus of Job Responsibilities

Events Coordination – 65%

• Plans, coordinates, and executes a wide range of institutional events, including seminars, data clubs, recognition events, symposiums, workshops, visits, and large annual offsite employee appreciation events.
• Serve as strategic partner with event owners to build mission-driven events that have clear purpose, goal, and desired outcomes.
• Support the planning, coordination, and execution of in‑person, virtual, and hybrid events of various sizes by developing project plans, timelines and communications to ensure event tasks stay on track.
• Coordinate event logistics for internal and external in-person, virtual, and hybrid events (of all sizes) including items like event budget, registration, attendee management, food and beverage planning, A/V and production needs, room sets, vendor halls, breakout spaces, and activations.
• Oversee the administrative and operational framework for institutional event programs, including development and maintenance of standardized processes, budget alignment, documentation, workflows, and compliance protocols aligned with University, collegiate, and regulatory requirements.
• Assesses events and feedback for opportunities to improve attendee experience and operational efficiency; prepares summaries and reports for leadership and planning committees.
• Coordinates travel and logistics for event guests, including airfare, ground transportation, lodging, and reimbursements through University of Minnesota systems.
• Negotiates, prepares, and administers contracts and service agreements with vendors, sponsors, and external partners; authorizes contract payments and ensures compliance with University procurement.
• As a member of the Communications team, ensures event communications, key messages, presentations, attendee experience, and staff involvement align with the Institute's mission and priorities, and enhance the organization's reputation.
• Serves as a local community resource for new and existing partner events by developing tool kits, explaining best practices, and providing feedback on event plans.

External Event Coordination – 20%

• Serves as the primary point of contact for external events hosted at The Hormel Institute.
• Coordinating licensing and insurance requirements, preparing contracts, and supporting events from planning through execution while maintaining high standards of customer service and professionalism.
• Establishing fee structures, including space rental, custodial, consultation, and other services.

Communications Strategy and Planning – 10%

• Assist in development of team strategic planning, including identifying individual goals and objectives that align with those of the department and the Institute.
• Understand and develop strategies for how events are a communications function that showcase the Institute as a state, regional, and national leader in basic biomedical research.
• Represent the Institute at local, regional, and national conferences and meetings when appropriate.
• Stay up to date on event industry standards and best practices for continued professional development.

Other related duties as assigned – 5%

Flexible Work Profile

The Research and Innovation Office (RIO) and The Hormel Institute endorses a “work with flexibility” approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote. Because we are a land‑grant institution that serves the state, the University will continue to in most cases expect employees to live in Minnesota.

This position has been designated as eligible for Flexible Work Profile One. Flexible Work Profile One, Office/Lab‑Based – is expected to work primarily on-site in the office/lab. Only occasionally and inconsistently working remotely. Your office will be located at The Hormel Institute in Austin, Minnesota. The Hormel Institute management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

Qualifications

Required Qualifications

• BA/BS degree with at least two years of experience or a combination of related education and work experience to equal six years; position involves comparing, verifying, and reconciling data to help department achieve overall objectives.
• This position will need to be available evenings and weekends as required.
• Experience analyzing and solving complex situations and issues.
• Demonstrated clear and excellent oral, written, and interpersonal communication skills.
• Demonstrated organizational skills, timeliness, accuracy, and attention to detail.
• Knowledge of Microsoft Office Suite and Google Applications.

Preferred Qualifications

• Proven experience coordinating, planning, and executing events of varying sizes.
• Demonstrated use of events as a tool for strategic storytelling and reputation building.
• Commitment to personal and organizational continuous improvement and growth.
• A highly effective team player, with the ability to also be independently effective.
• Experience successfully managing multiple projects.
• Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion.
• Commitment to building a culture that respects and embraces diversity, inclusion, and equity.
• Experience in making travel arrangements.
• Experience with financial processing including, but not limited to: purchasing card reconciliation, purchase orders and reimbursement.
• Experience handling sensitive and/or confidential information.

Physical & Environmental Requirements

• Must be able to be stationary for long periods of time.
• Must be able to lift 25 pounds.
• Must be able to push/pull carts.

Pay and Benefits

• Pay Range: $29.98-$34.32; depending on education/qualifications/experience
• Time Appointment: 100% Appointment
• Position Type: Civil‑Service & Non‑Faculty Labor Represented Staff
• Pay information is available on the Office of Human Resources website.
• The University offers a comprehensive benefits package that includes:
  • 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

Equal Employment Opportunity

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.