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Events Coordinator

Employer
Wheaton College Illinois
Location
Wheaton, IL

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Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Position: Events Coordinator Location: Wheaton, IL
Job Id: 448 # of Openings: 1 ALUMNI AND PARENT ENGAGEMENT: EVENTS COORDINATOR
This is a part time position. 15 hours per week / 12 months per year RESPONSIBILITIESReporting to the Events Manager, the Events Coordinator will oversee and provide event-planning logistics for the Regional Events program and the Parent Engagement Program. In this role the Event Coordinator will demonstrate administrative and organizational skills, strong attention to detail, ability to engage in multiple activities at once, and will thrive in a fast-paced, independent work environment. Duties REGIONAL EVENTS
  1. Assist with Regional Event venue selection: research potential venues through networking and on-line resources.
  2. Develop invitation list strategy and supply Digital Communications with zip code ranges for event invitations.
  3. Maintain accurate records for each event (speaker history, event history, volunteer history, gift inventory, etc.)
  4. Prepare and provide event documents (detailed RSVP lists) and pack up event supplies (nametags, podium banner, welcome table supplies, etc.) for Wheaton Near Me events.
  5. Track event attendance for use in Alumni Engagement score.
  6. Support Wheaton Outside program by assembling and shipping event boxes. Keep an accurate inventory of Wheaton Outside event supplies and reorder when needed.
  7. Monitor comments and activity in the Regional Facebook groups, and answer inquiries or set record straight as needed.
  8. Run zip-code lists using 10 Clubs database when requested.
  9. Assist with Regional Events budget as requested.
  10. Perform other duties as assigned.
PARENT PROGRAM PARENT ORIENTATION
  1. Confer with the Student Activities office on event scheduling and space reservations for all Parent Orientation activities that are concurrent with New Student Orientation.
  2. Reserve all spaces and room set-ups for Parent Orientation in 25 Live.
  3. Create attendee do-it-yourself nametags. Work with Marketing Communications to create design for nametags to be used during New Parent Orientation.
  4. Help coordinate the Parent Council "Welcome Back" Dinner, work with Bon Appetit for menu and facilities for room set up.
  5. Coordinate all materials for the New Parent Orientation Welcome Center: nametags, gifts, gift bags, handouts, and computer kiosks for parent contact information updates.
  6. Assist in arranging catering and room decorations for SAC Luncheon.
  7. File work orders for transportation of Parent Orientation supplies from the Alumni and Parent Engagement office to various points across campus.
  8. Organize Parent Orientation Welcome Center volunteer staffing schedule for Parent Council.
  9. Coordinate with Senior Administrative Cabinet details for Administrator’s Forum and secure location for event through 25 Live.
  10. Assist in the planning and execution of the Closing Program, communicating with the Chaplain’s Office, speaker(s), worship leader, and Parent Council when requested.
  11. Assist with welcome, hospitality, and task management of the Parent Council throughout the weekend.
  12. Monitor and make purchases within the scope of the Parent Orientation budget.
  13. Perform other duties as assigned.
FAMILY WEEKEND
  1. Reserve all spaces and room set-ups for Family Weekend in 25 Live.
  2. Assist in arranging catering, room decorations, set-up, check-in, tickets sales and distribution for President’s Prayer Breakfast.
  3. File work orders for transportation of Family Weekend supplies from the Alumni and Parent Engagement office to various points across campus.
  4. Assist with welcome, hospitality, and task management of the Parent Council throughout the weekend.
  5. Monitor and make purchases within the scope of the Family Weekend budget.
  6. Coordinate ticket purchases and distribution.
  7. Organize Welcome and Information tables.
  8. Coordinate and edit Family Weekend pocket schedule and distribute to campus partners as needed.
  9. Perform other duties as assigned.
PARENT FACEBOOK GROUP and MONTHLY ePARTNERSHIPS
  1. On May 31 of each year, close the current Parent Facebook group and create a new group for the upcoming year.
  2. Open the new group on June 1 of each year and approve member requests. Validate membership and student enrollment as needed.
  3. Manage and monitor the Facebook group throughout the year.
  4. Post in the Parent Facebook group twice a month. Create content and posting schedule finding creative ways to share the Wheaton story, student life and student achievement.
  5. Monitor activity and comments, answering inquiries as needed. Bring controversial comments, disparaging remarks to the attention of the Events Manager.
  6. Assist with the publishing of the monthly parent newsletter.
OTHER
  1. Meet regularly with the Events Manager to assess project priorities.
  2. Communicate with Parent Council as requested.
  3. Must be prepared to work four weekends a year (August – Parent Orientation; Fall – Family Weekend and Homecoming, Spring - Alumni Weekend)
  4. Assist with ePartnerships, the parent monthly newsletter, as needed.
  5. Assist with the Parent Program budget as requested.
  6. Perform other duties as assigned.
QUALIFICATIONS
  • Bachelor’s degree.
  • Highly organized and able to multitask. Able to manage and track details effectively.
  • Excellent interpersonal, verbal, and written communication skills.
  • Experience with Word, Excel, and Facebook administration.

Organization

Wheaton College is an explicitly Christian, academically rigorous, fully residential liberal arts college and graduate school located in the Chicago area. Established in 1860 in Wheaton, Illinois, Wheaton is guided by its original mission to provide excellence in Christian higher education, and offers more than 40 undergraduate degrees in the liberal arts and sciences, and 18 graduate degrees in various fields of study.

Located 25 miles west of Chicago, IL, Wheaton College, founded in 1860, is a four year private, residential, academically rigorous interdenominational Christian liberal arts College that “serves Jesus Christ and advances His Kingdom through excellence in liberal arts and graduate programs that educate the whole person to build the church and benefit society worldwide.”

Employee Benefits: https://www.wheaton.edu/about-wheaton/offices-and-services/human-resources/ or https://www.wheaton.edu/about-wheaton/offices-and-services/human-resources/benefits-overview/  

Life in Wheaton, IL: http://www.wheaton.il.us/

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