Event Coordinator

About the Job Position Overview:
The Institute for Global Studies (IGS) in the College of Liberal Arts (CLA) seeks a proven collaborative and strategic Event Coordinator (Campus Operations Professional 1-Event Management) to work productively in a diverse, fast-paced, and complex environment. The Campus Operations Professional 1 provides professional event coordination services for scholarly activities and academic programs sponsored by the research centers and academic programs affiliated with the IGS Administrative Center (Hub), and supports academic and administrative projects and operational needs in IGS and throughout the Hub.

This is a 100%-time, 12-month, continuous position subject to the University's Civil Service Employment Rules. This position reports to the IGS Scholarships & Events Administrator and requires a physical presence in IGS while allowing for a flexible working environment with up to two days of remote work possible per week. Attendance at events and programs outside of regular business hours is expected. This position participates in IGS staff meetings and contributes to Hub operations in areas of expertise and need.

This position demands a high level of professionalism while working with diverse constituencies and often with confidential and private information. The Events Coordinator will be able to operate independently, effectively prioritize and respond to time-sensitive requests, and will possess demonstrated problem-solving and superior customer service skills.

Resume and cover letter required to be considered for the position. Applications without a resume and cover letter will not be considered.

Job Duties/Responsibilities:
Event Coordination - 75%
This position consults with faculty directors, program coordinators, and IGS leadership on the logistical and operational needs for a broad range scholarly events and academic programming, including public lectures, scholarly presentations, book talks, seminars, conferences, workshops, and outreach activities sponsored by the research centers and academic programs affiliated with the IGS Hub. In a typical year across all centers and programs, the Event Coordinator can expect to support more than 150 scholarly events and programs.

• Engage in pre-event consultation and planning to determine needs; research options; make recommendations; adhere to best practices.
• Advise and develop comprehensive plans for events & programs; consult and develop budgets & expense tracking tools; identify & schedule venues; coordinate catering; advise & coordinate registrations; coordinate A/V & technology.
• Coordinate travel, lodging, and hospitality arrangements for visitors.
• Advise program coordinators, graduate assistants, and undergraduate student employees on event logistics.
• Coordinate event management and support; problem-solve and trouble-shoot; manage event set-up and take-down.
• Manage igsevent@umn.edu email account, respond to routine inquiries independently and with tact and diplomacy, triage and direct inquiries as appropriate.
• Maintain events technology resources, including laptops, connectivity devices, and videoconferencing equipment, etc, and serve as event technology resource for program coordinators and others involved in hosting events.
• Maintain and order shared events supplies and materials, research options and recommend best practices.
• Develop & maintain planning resources for center/program coordinators and directors.
• Consult and advise program coordinators, graduate assistants, and staff on policies, procedures, and documentation requirements concerning payments/reimbursements and associated financial business needs.
• Manage post-event administration, including financial and payment reconciliation, disseminate summary information; administer post-event evaluation and reporting.
• Maintain records on event activities, scope, spending, and trends, and provide regular and ad-hoc reporting when requested.
• Contribute to IGS efforts to improve event accessibility consistent with the University's goal to make content accessible to all at the point of creation, thereby demonstrating the core value that all people share equal rights to learn, work, and connect.
• Ensure compliance with University and college policies, procedures, and deadlines across all functional areas, including travel & hospitality, space & access; purchasing & payments; etc.
  

Project & Operational Support - 25%
This position supports one-time and recurring academic and administrative projects in the centers/programs, and provides operational support to the IGS Administrative Hub, including:

• Contribute to grant preparation research and reporting, and projects supported by grants [e.g., Title VI National Resource Center (NRC) and Foreign Language & Area Studies (FLAS); DAAD, etc].
• Contribute to operational and administrative functions in IGS independently and in consultation with IGS staff, leadership, and program coordinators.
• Attend and represent IGS in relevant meetings, trainings, and IGS and CLA events and workshops.
• Support and/or serve on relevant committees as requested; take minutes, maintain accurate and complete files; to include search committees, scholarship reviews, advisory boards, etc.
• Prepare and present relevant materials, engage in planning discussions, coordinate meeting schedules, and manage communications for projects.
• Develop, implement, and maintain internal documentation, timelines, and communications; manage electronic document storage, organization, and access controls.
• Identify areas of workflow improvement to enhance the delivery of integrated logistical and operational support services across functional areas.
• Other duties as assigned.
  

Required Qualifications:

• BA/BS degree or a combination of related education and work experience to equal at least four (4) years.
• Must have demonstrated successful experience planning and executing events, programs, and/or conferences; and budget and expense tracking experience.
• Must have experience and proficiency with Google suite (email, calendaring, docs, drive, etc), MS Office applications (Word, Excel, Powerpoint, etc), and Zoom platform.
• Availability to work some evenings and weekends and be able to lift, carry and move items weighing up to 30 pounds.
  

Preferred Qualifications:

• Four (4) years of full-time experience working in a higher education setting or a cultural/community organization assisting with program and project coordination and delivery.
• Demonstrated successful experience working with multiple units and missions, diverse groups, and internal and external constituencies.
• Demonstrated successful work experience in a fast-paced environment with competing demands and deadlines.
• Demonstrated experience explaining and successfully navigating complex policies and procedures.
• Demonstrated ability to interact and communicate successfully with foreign visitors and guests in a professional academic setting.
• Evidence of excellent written and oral communication skills.

About the College of Liberal Arts Home to the arts, social sciences and humanities disciplines and programs, the College of Liberal Arts is the largest college in the University of Minnesota and comprises 31 academic departments, and over 20 interdisciplinary research centers and administrative/support units. CLA has over 1,300 faculty and staff spanning research, teaching, advising, \outreach, and administrative functions. CLA units reside in over twenty buildings on the East Bank and West Bank of the Twin Cities campus. CLA enrolls nearly 13,000 undergraduate students, over 40% of the undergraduate enrollment on the Twin Cities campus, 1,400 graduate students, and has an annual all-funds budget of $290 million.

CLA is a destination for curious, compassionate individuals who are committed to making our increasingly interdependent and diverse global community work for everyone. That foundational commitment begins in our CLA Constitution. CLA is committed to increasing enrollment of underrepresented and under-resourced students, diversifying our faculty across all disciplines, recruiting, and retaining a diverse staff, and promoting the expression and exploration of diverse perspectives and viewpoints-so that we all gain the background knowledge and analytical skills we need to understand and respect differences.

Diversity, Equity, and Inclusion in CLA
Working in CLA
The Benefits of Working at the U

Pay Range: $22.14 - $26.44 hourly; $46,051.20 - $55,000 annually; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

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

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

A resume and cover letter are required to be considered for the position. Applications without a resume and cover letter will not be considered.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

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. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).