Hubbard School Event Manager

University of Minnesota; Saint Paul (MN); Hybrid; USD 67,000 - 77,000; Full time

Job summary

University of Minnesota is seeking an Event Manager to lead planning, logistics, purchasing, and execution for Hubbard School events. The role focuses on end-to-end event delivery, vendor management, and cross-department collaboration in a fast-paced environment.

The position supports donor dinners, student recognition, and academic programs, with hybrid work and standard campus hours. A BA/BS and two years of relevant experience are preferred. Resume required.

Qualifications

• BA/BS degree or equivalent with relevant experience in event planning or operations.
• Two+ years of end-to-end event planning and staffing experience.
• Experience managing budgets and vendor contracts within institutional policies.
• Ability to navigate complex administrative structures and approvals.
• Strong project management, communication, and on-site problem-solving skills.

Responsibilities

• Lead end-to-end event planning and on-site execution for School events.
• Manage vendor contracts, purchasing, and approvals; track budgets.
• Oversee calendars, logistics, and AV/tech coordination for hybrid events.
• Coordinate with internal teams and external partners for ceremonies and conferences.
• Supervise student staff and ensure compliance with policies and safety rules.
• Maintain communications with Directors Office and other stakeholders.

Skills

Event planning

Budget management

Vendor coordination

Cross-functional collaboration

Project management

Problem solving

Flexibility

Education

BA/BS degree

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.

This role is tailored for an execution-minded professional who thrives on managing details, establishing reliable workflows, and driving daily tasks to completion. The Event Manager directly executes key school-wide initiatives which include major donor dinners, student recognition and graduation events, school celebrations, annual-biennial public-facing programs, and faculty-led conferences and core operational events. .Daily responsibilities include catering setup and take down, reviewing vendor contracts, purchasing branded swag, maintaining the central calendar of events, and ensuring event spaces in Murphy Hall remain functional and fully stocked.

While this position serves as the primary operational lead for logistics, event execution across the Hubbard School is a collaborative effort. The Event Manager acts as a convener, thought partner, and trainer who guides colleagues through University of Minnesota event protocols, offering strategic consultation, and providing hands-on logistical support for specialized initiatives across the School and its three research centers. Navigating the complexities of a large institution while managing a full portfolio of events requires a candidate with exceptional foresight, proactive planning skills, strong relationship-building capabilities, and a calm, consistently helpful presence.

The hourly wage range is $32.21 - $37.02 per hour ($67,000-$77,000) depending on qualifications.

This position is a 100% time, Civil Service, Continuous appointment. The work is based on the East Bank of the Twin Cities campus, with standard hours of Monday-Friday, 8:00 AM-4:30 PM (event support may occasionally require earlier or later hours, with options to flex time). This is a hybrid-eligible role requiring a minimum of 3 days per week on campus, with a primary focus on in-person presence during the academic year.

Please include a resume and cover letter for consideration.

Application Deadline: Review of applications will begin September 14, 2026. This position will remain open until filled.

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

About the Hubbard School:

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