Events Logistics Coordinator

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Position Overview

Accessible Teaching, Learning, and Assessment Systems (ATLAS), a research center at the University of Kansas (KU), is seeking an Events Logistics Coordinator to assist in the coordination and support of events hosted by teams across ATLAS. This position will have primary responsibility for leading the Event Logistics workgroup tasked with managing events specifications, recruiting participants, supporting on-site and virtual events, and communicating with external participants. This position will be an integral member of the Implementation Team. ATLAS promotes learning and improved outcomes for all students, with a focus on students with disabilities and struggling learners. ATLAS creates technology-based learning and assessment systems that are accessible and academically rigorous. Dynamic research on skill development, assessment design, and teacher professional development informs the center's map-based learning systems. With a diverse portfolio of grant-funded research projects and operational alternate assessments, ATLAS is a leader in educational research and innovation. ATLAS drives progress through partnerships and collaborations with organizations that share its focus and commitment. Visit the ATLAS website to learn how the center improves the learning landscape for all students. ATLAS is committed to creating policies and practices that foster a diverse, equitable, and inclusive work environment in which all employees feel they belong and can succeed. KU employees have great benefits!

• 176 hours of paid vacation per year
• 72 hours of sick leave per year
• 10 paid holidays
• Medical and dental insurance
• Retirement program
• Life and disability insurance
• Educational and professional development opportunities

Visit the KU benefits website for more information. 55% - Event Planning & Coordination - Plan, coordinate, and monitor event workflows and deliverables to support center and program work. Examples of work performed may include:

• Event Management: Organize and schedule events, including recruiting efforts, scheduling and managing consortium-wide calls and meetings, and attending cross-team meetings.
• Event Scope: Interview project leads to identify and document scope of work and priorities needed to support events and recruiting. Create and maintain project and event plans and timelines.
• Event Logistics: Oversee all aspects of event planning, including recruiting, space allocation, catering, technical requirements, and vendor coordination.
• Event Recruiting: Oversee all aspects of recruiting, including communication with potential and registered participants, application of screening criteria, and maintenance of event participant recruiting database.
• Event Finances: Coordinate with Business Operations for details related to venue contracting, travel logistics, and overall event budget limitations.
• Cross-team Communication: Report progress, successes, and hurdles at internal and cross-team meetings. Respond to inquiries and requests from partners and project staff; proactively seek feedback to anticipate needs. Identify barriers and roadblocks and collaborate with stakeholders to resolve.
• Vendor Relations: Collaborate with vendors, including caterers, rentals, and audio-visual requirements, to ensure smooth event operations and compliance with regulations. Manage and negotiate events specifications with project leads and vendors.
• Multimedia Needs: Identify and coordinate technical requirements for events, collaborating with the IT or AV team as needed.

40% - Lead and Supervise Staff - Manage team members and supervise staff. Examples of work performed may include:

• Monitor, track, report, plan, and negotiate resources, workgroup member capacity, and timelines.
• Provide support to co-workgroup lead and workgroup team members where appropriate, including provide subject matter expertise for event logistics, assist with resolving issues, serve as task backups, train team members.
• Document workflows, processes, and procedures using preferred methods and tools.
• Attend workgroup lead meetings where staff resources are reviewed and discussed.
• Evaluate staffing levels and make recommendations for hiring, skills training, and redistribution of workload.
• Cultivate professional growth through mentoring, guidance, and technical assistance.
• Build goals and conduct probationary and performance evaluations.
• Model and foster an intentionally respectful and inclusive work environment of collaborating with individuals of varied backgrounds to plan and execute events.
• Identify, schedule, delegate, and assign tasks.

5% - Other duties as assigned.

Position Requirements

This is a full-time (40 hours/week), unclassified position. This position allows for a remote or hybrid work location for well-qualified candidates. A remote position may be required to travel to Lawrence up to four times per year. This position will require attendance at regularly scheduled meetings, onsite or through telecommunication platforms.

Required Qualifications

• Bachelor's degree in relevant field, plus minimum of 3 years of related experience.
• Minimum three years of experience managing timelines and effectively coordinating teams and projects as demonstrated through previous work experience.
• Minimum three years of experience with business event planning for 50 or more people, experience includes recruiting, catering, supporting communications, on-site coordination, and other logistical duties as demonstrated through previous work experience.
• Experience managing competing priorities under strict deadlines as evidenced by application materials and interview.
• Minimum three years of demonstrated supervisory experience of 3+ full time staff members as direct and indirect reports.
• At least two years of experience with Microsoft Office suite as evidenced by application materials.
• Demonstrated attention to detail as evidenced by application materials.
• Strong organizational and problem-solving skills as evidenced by application materials and interview.
• Effective oral and written communication skills as evidenced by application materials and interview.

Preferred Qualifications

• Project management certification, advanced training in relevant field, or other event planning certification.
• Experience working or planning events with individuals from varied backgrounds including education, psychology, design, information technology, etc., in a collaborative environment as evidenced by work history, professional training, or a combination of both.
• Demonstrated experience examining and complying with university policies, public sector (state and local government) policies and regulations, or contractual obligations as evidenced by work history, professional training, or a combination of both.
• Five or more years of experience managing timelines and effectively coordinating multiple teams and projects simultaneously as demonstrated through previous work experience.
• Five or more years of experience with business event planning for 50 or more people, experience includes recruiting, catering, supporting communications, on-site coordination, and other logistical duties as demonstrated through previous work experience.

Additional Candidate Instructions

A complete application includes:

• Online application
• CV or resume
• Cover letter detailing your professional experiences that align with the required and preferred qualifications.
• Contact information for three professional references.

Only complete applications will be considered. Review of applications begins March 7th. To ensure consideration, please apply by application review date.

Contact Information to Applicants

ATLAS HR View email address on us.fitly.work

Advertised Salary Range

$59,000 minimum, commensurate with experience

Work Schedule

M-F; 8-5

Application Review Begins

Thursday March 7, 2024

Anticipated Start Date

Monday March 18, 2024 Apply to Job

Posting Information

• Posting ID: 27249BR
• Department: Achievement & Assessment Inst
• Primary Campus: University of Kansas Lawrence Campus
• Assignment: Hybrid
• Reg/Temp: Regular
• Employee Class: U-Unclassified Professional Staff
• Review Begins: 07-Mar-2024