Event Services Coordinator

Department THE O'NEILL SCHOOL - BL SPEA (BL-SPEA-IUBLA) Department Information The O'Neill School of Public and Environmental Affairs works to build a better world by stewarding the development of welcoming societies, democratic governance, and a healthy, sustainable environment. With partners across the public, private, and nonprofit sectors, we pursue education, scholarship, and civic engagement at the crossroads of policy, science, and management. We give our students the knowledge and skills to have a significant impact around the globe. Our Values Excellence - Aiming to be the best in all that we do and developing the professional and personal capabilities necessary to improve the world through our work. Meaning and impact - Pursuing careers and service that add purpose and meaning to our lives, encouraging others to do so, and improving quality of life for individuals and societies. Ongoing learning - Continuously developing the skills, knowledge, experience, and sound judgment necessary for wise and informed decision-making. Well-being - Emphasizing the well-being and safety of individuals and the health of our natural environment as essential for thriving communities and well-functioning, just societies. Job Summary The O'Neill School of Public and Environmental Affairs is seeking an Events Coordinator. The primary duties of this position are providing event planning and program support services to O'Neill including, but not limited to the Undergraduate Program Office, Events Planning Office, Civic Leaders Living-Learning Center, Student Success Office, and Student Leadership Programs Office. Department Specific Responsibilities Event planning responsibilities include, but are not limited to travel arrangements, venue selection, researching vendors, event materials, working with caterers and onsite coordination, coordinating student events and trips, scheduling guest speakers for weekly programs. Program support includes greeting prospective students and guests, preparing marketing and event materials, preparing mailings, assisting with facility operations, updating web pages, and researching and working with external vendors. Additional administrative duties include performing a variety of non-routine tasks related to the successful completion of the daily support of O'Neill School programs, including but not limited to the initiation of financial documents, hospitality requests, and reimbursement requests. Provides exceptional customer service to all guests to the O'Neill School and the Undergraduate Programs Office. General Responsibilities Coordinates basic and increasingly more complex design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions. Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated budget, specifications, policies, and standard procedures. Answers guest and customer calls and emails and provides information related to event services. Maintains files, documents, calendars, and event-related correspondence records. Maintains mailing lists and may help with printing and distribution of event marketing materials. Assists in the setup of meeting or conference spaces; may delegate setup tasks to Set-Up Coordinator(s) depending on event size/scope. May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity. May provide guidance to lower-level Event Services Coordinators. Qualifications Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education. Education Required: High school diploma or equivalent (such as HSED or GED). Licenses and Certificates Preferred: Possess a valid driver's license with the ability to be insured by Indiana University Upon Date of Hire. Skills Required: Proficient communication skills. Maintains a high degree of professionalism. Demonstrates time management and priority setting skills. Demonstrates a high commitment to quality. Possesses flexibility to work in a fast-paced, dynamic environment. Highly thorough and dependable. Preferred: Ability to plan and coordinate event logistics and effectively execute. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and aptitude for learning new technologies. Working Conditions / Demands This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation. Additional Information Work schedule will align with current school and/or university guidelines along with position requirements including weekend and evening hours. Work Location Paul H. O'Neill School of Public & Environmental Affairs 1315 East 10th Street Bloomington, Indiana 47405 Advertised Salary $39,803.20 - $44,803.20. Salary will be based in equity and experience. Benefits Overview Comprehensive medical and dental insurance Health savings account with generous IU contributions Healthcare and dependent care flexible spending accounts Basic group life insurance paid by IU Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance Base retirement plan with generous IU contributions, subject to vesting Voluntary supplemental retirement plan options Tuition subsidy for employees and family members taking IU courses 10 paid holidays plus a paid winter break each year Generous paid time off plans Paid leave for new parents and IU-sponsored volunteer events Employee assistance program (EAP) Job Classification Career Level: Intermediate FLSA: Nonexempt Job Function: Operations Job Family: Events Equal Employment Opportunity Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination which includes contact information. #J-18808-Ljbffr