Program Coordinator- Events & Outreach

Southern Illinois University at Carbondale; Carbondale (IL); On-site; USD 40,000 - 55,000; Full time

Job summary

Southern Illinois University Carbondale is seeking an Events Coordinator to plan and oversee University events, including catering, scheduling, and contracts. The role requires a Bachelor's degree and at least one year of professional experience in customer service, administrative support, or program support.

You will coordinate invitations, programs, scripts, and presentation materials, liaise with administration and campus guests, and manage budgets, travel, and site logistics.

Qualifications

• Bachelor's degree required.
• 1 year of professional work experience in customer service, administrative support, office operations, and/or program support.

Responsibilities

• Coordinate university events and programs including catering, scheduling, and contracts.
• Prepare invitations, programs, scripts, and presentation materials.
• Communicate with administration, faculty, students and campus guests.
• Manage budgets, transportation, lodging, and site setup.
• Maintain event records and assist with website updates.
• Liaise between departments and assist donors and alumni as needed.
• Ensure confidentiality of personnel, institutional and donor data.
• Assist travel arrangements for dignitaries and campus guests.

Skills

Customer service

Administrative support

Event coordination

Education

Bachelor's degree

Job description

Description

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

Examples of Duties

• Plans and assists in coordinating various University events andprograms, including but not limited to, catering and schedulingcontracts; design and productions of invitations, programs,scripts, and presentation materials; communication withadministration, faculty, students and campus guests; budget,transportation, and lodging; as well set up, attendance andbreakdown at the event site.
• Takes overflow programs and events when program directors are atcapacity
• Completes paperwork for SIU Foundation accounts andpayments.
• Assists in the development of policies and procedures, and thedevelopment of a strategic plan for the area of University Events.Supports the proper use of guidelines, which clearly define therole of the unit.
• Maintains department deadlines, responsibilities, and updates thestaff and administration on policies and procedures.
• Assists in the development and maintenance of the websites of thedepartment.
• Manages confidential information, including personnel,institutional and historical documents. Maintains a strict level ofconfidentiality inherent to the privacy of student information, anddonor/alumni information.
• Coordinates the maintenance of University event records forbusiness and /or fiscal operations.
• Liaison between various departments and provides information toadministration, faculty, and staff. Also assists students, parents,and others with questions.
• Completes final copies of documents and communication foradministration, proofreading as needed. Distributes asdirected.
• Assists with compilation of database information from campussystems necessary for effective planning, development, andimplementation of University event needs.
• Utilizes appropriate computer software packages that are necessaryfor effective planning, development, and implementation of eventneeds. Reformats and converts as appropriate, database filesreceived from other units.
• Coordinates and manages schedules in the Events and Outreachoffice, sends invitations for meetings and events.
• Demonstrates a willingness to work a schedule that may requiretime after normal business hours to facilitate the production ofevents.
• Coordinates travel and itineraries for dignitaries, alumni, donorsand other campus guests.
• Attends meetings to represent the department.
• Maintains a process of quality control and develops a desktopmanual for responsibilities managed by the position.
• Maintains a positive working relationship with staff andconstituents and demonstrates a willingness to develop new skillsets.

Qualifications

1. Bachelor's degree.
2. One (1) year (12 months) of professional work experience incustomer service, administrative support, office operations, and/orprogram support.

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

Supplemental Information

Illinois Residency Requirement:

Pursuant to the StateUniversities Civil Service System, out-of-state candidates mustestablish Illinois residency within 180 calendar days of the startdate for this position.

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