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Events Coordinator

The University of Kansas
University of Kansas Lawrence Campus

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Job Details

Position OverviewThis is a twelve-month, full time position that reports to the Dean of Engineering. The coordinator develops and executes engineering school events and activities that promote, benefit and support the engineering school and all of its various constituencies. This position coordinates all aspects of events within or hosted by the school to facilitate effective presentation of programs or events. The coordinator performs publicity, hospitality and project management for engineering school events and coordinates with faculty, administrative staff, students and alumni. Job DescriptionEngineering School Events and Programs (60%):
  • Oversee and perform all administrative duties in the planning, implementation and attendance of engineering school and/or alumni events and activities. This includes but is not limited to the School of Engineering recognition ceremony and reception, Distinguished Engineering Service Award Banquet, Holiday Reception, new faculty reception, retirement functions, guest lectures and speakers, regional and national watch parties and alumni gatherings, alumni receptions, plus other miscellaneous events, functions and activities that involve the school, the faculty, alumni and/or students.
  • Responsibilities for events and activities include preparing and distributing nametags, sending electronic and print invitations, tracking RSVPs, arranging for venues, catering and alcoholic beverage service, coordinating travel and accommodations for speakers and guests, managing and tracking budgets for events and activities, working with staff, faculty and students involved in the events, and performing all other tasks that may be required to ensure events are successfully executed. This includes event set-up/tear-down, room arrangement and transporting materials, equipment and other wares to and from events.
Office Reception and Other Duties (25%):
  • Serve as primary initial contact for visitors to the Engineering Dean’s Suite, ensuring that the reception area is professional, welcoming and inclusive to all. Help maintain office, including office and kitchen supplies, and other office management duties. Serve as an advisor to other Engineering departments for departmental events as needed. Other duties as assigned by Dean of Engineering or Executive Assistant to the Dean.
Event Budgets and Other Duties (10%):
  • Develop operation and budgetary needs for areas of responsibility, monitor progress in those areas to ensure events stay within budget, negotiate contracts with vendors for events and ensure all University and KUEA procedures are followed.
Alumni and Endowment Records (5%):
  • Work in conjunction with the Executive Assistant to the Dean to gather and update records to ensure the integrity and accuracy of the school’s information with KU Alumni Association and KU Endowment Association (KUEA). Utilize KUAA and KUEA database for accessing and tracking event attendance.
Position Requirements
  1. Flexibility to work evenings and weekends and to travel for select events when required.
Required Qualifications
  1. Bachelor’s degree in communications, public relations, education, or relevant field, and three years experience in event planning, alumni relations or related field.
  2. Excellent writing and verbal skills, strong professional, interpersonal, administrative and organizational skills as demonstrated with application materials.
  3. Experience managing and executing within budgetary constraints for projects and/or events.
Preferred Qualifications
  1. Master’s degree or other advanced degree.
  2. Experience in relevant field of event planning in the Lawrence or greater Kansas City metro area.
Additional Candidate InstructionsIn addition to the online application, the following documents are required to be considered for this position:

  • Resume or curriculum vitae
  • Cover letter addressing how the required and, if applicable, preferred qualifications are met.
  • Contact information of 3 professional references.
  • Answer specific posting question
  • Samples of past planned events if available.
  • In 500 words or less, describe how you would plan a Welcome Back event for the School of Engineering. (Please include this with your application materials.)
  • Incomplete applications will not be considered.

    Application review begins Monday, June 24, 2024 and will continue until a qualified pool of candidates has been identified.

    Contact Information to ApplicantsCody Howard
    codyh@ku.eduAdvertised Salary Range$52,000 or commensurate with experienceApplication Review BeginsMonday June 24, 2024Anticipated Start DateMonday July 15, 2024Apply to Job


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