Program Coordinator- Events & Outreach

Southern Illinois University Carbondale; Carbondale (IL); On-site; USD 40,000 - 52,000; Full time

Job summary

Southern Illinois University Carbondale is seeking an Administrative Support professional to assist in coordinating University events. You will manage catering and contracts, design invitations and programs, prepare presentation materials, and communicate with administration, faculty, students, and guests.

The position supports policy development, maintains deadlines, updates staff on procedures, assists with website updates, handles confidential information, and coordinates travel for

Qualifications

• Bachelor's degree required for the role.
• At least 1 year of professional work experience in customer service or office operations.

Responsibilities

• Plan and assist in coordinating various University events and programs.
• Takes overflow programs and events when program directors are at capacity.
• Completes paperwork for SIU Foundation accounts and payments.
• Maintains department deadlines and updates staff on policies.
• Assist in development/maintenance of department websites.
• Coordinate travel and itineraries for dignitaries, alumni, donors.
• Attend meetings to represent the department.

Skills

Customer service

Administrative support

Event coordination

MS Office

Education

Bachelor's degree

Tools

MS Office

Event management software

Job description

Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

• Plans and assists in coordinating various University events and programs, including but not limited to, catering and scheduling contracts; design and productions of invitations, programs, scripts, and presentation materials; communication with administration, faculty, students and campus guests; budget, transportation, and lodging; as well set up, attendance and breakdown at the event site.
• Takes overflow programs and events when program directors are at capacity
• Completes paperwork for SIU Foundation accounts and payments.
• Assists in the development of policies and procedures, and the development of a strategic plan for the area of University Events. Supports the proper use of guidelines, which clearly define the role of the unit.
• Maintains department deadlines, responsibilities, and updates the staff and administration on policies and procedures.
• Assists in the development and maintenance of the websites of the department.
• Manages confidential information, including personnel, institutional and historical documents. Maintains a strict level of confidentiality inherent to the privacy of student information, and donor/alumni information.
• Coordinates the maintenance of University event records for business and /or fiscal operations.
• Liaison between various departments and provides information to administration, faculty, and staff. Also assists students, parents, and others with questions.
• Completes final copies of documents and communication for administration, proofreading as needed. Distributes as directed.
• Assists with compilation of database information from campus systems necessary for effective planning, development, and implementation of University event needs.
• Utilizes appropriate computer software packages that are necessary for effective planning, development, and implementation of event needs. Reformats and converts as appropriate, database files received from other units.
• Coordinates and manages schedules in the Events and Outreach office, sends invitations for meetings and events.
• Demonstrates a willingness to work a schedule that may require time after normal business hours to facilitate the production of events.
• Coordinates travel and itineraries for dignitaries, alumni, donors and other campus guests.
• Attends meetings to represent the department.
• Maintains a process of quality control and develops a desktop manual for responsibilities managed by the position.
• Maintains a positive working relationship with staff and constituents and demonstrates a willingness to develop new skill sets.

1. Bachelor's degree.

2. One (1) year (12 months) of professional work experience in customer service, administrative support, office operations, and/or program support.

Note: Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position.

Tips for Completing a Civil Service Application:

1. To be eligible for the role, ensure that your application includes a complete and detailed employment history that highlights your relevant full-time and part-time work experience, including start and end dates of employment.
2. Relevant part-time work experience will count towards the qualifications for this position and will be converted to full-time equivalence to calculate the total length of experience.
3. Upload all official transcripts to meet the educational requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for the successful processing of your application.
4. Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves).
5. After the position has closed, your application and supporting materials will be reviewed to determine if you meet the minimum qualifications, including any specialty factors associated with this position. Those who qualify will move forward for Civil Service Examination/Testing.
6. Please monitor your e-mail for further information regarding your application. Emails will be generated from [e-mail].
7. For more information on Civil Service classifications, please visit sucss.illinois.gov.

About Civil Service Examination/Testing: The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of application materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, your application will move forward for examination/testing in which you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. This score will be emailed to the email address noted on your application. After the application deadline, the names within the top three scores will be referred to the department for interview.

Sponsorship for Work Authorization is not available. For more information visit https://policies.siu.edu/policies/employment-non-us-citizens.php