This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/11859943 Assistant Director of Special Events

College of Liberal Arts & Sciences-Office of Advancement

University of Illinois at Urbana-Champaign

The College of Liberal Arts & Sciences is home to 15,000 students; 1,300 faculty and staff; and over 186,000 alumni. The college is home to more than 65 units and 70 plus majors. LAS is a diverse and dynamic place made up of incredible people doing impactful work every day at the heart of the university.

The Office of Advancement supports the College of LAS by building and maintaining relationships with alumni, donors, and corporate partners. Advancement is focused on special events, constituent engagement, corporate and foundation relations, fundraising, and stewardship and donor relations.

Job Summary

This position will be responsible for all phases of managing activities related to the analysis, planning, execution, and evaluation of special events within the College of Liberal Arts & Sciences. They will effectively manage working relationships with clients and vendors; exercise sound judgement, tact, and diplomacy; and demonstrate the ability to simultaneously manage multiple projects and priorities.

Duties & Responsibilities

Execution

• Coordinate and oversee administrative responsibilities for all events, including invitations and pre-event and post-event communications; accurate cost analysis for each event; and oversight of a working calendar of events and appropriate timelines for task completion.
• Coordinate event site and vendor selections; the development, approval, monitoring, and payment of events budgets; apply University of Illinois purchasing rules and policies as they relate to events; negotiate vendor and supplier contracts; the creation of venue layout diagrams, making transportation and security arrangements; providing on-site management for high-visibility special events.
• Builds relationships with faculty and college leadership to best support college-level special events.
• Collaborate with the marketing department; builds an events audience by supplying information to the College of Liberal Arts & Sciences (LAS) Marketing and Communications for the creation of invitations, programs, certificates, posters, flyers, etc. Maintains University and campus branding standards within all alumni and special events.
• Assign duties related to event planning to support staff, ensure that duties are handled properly; assist in supervising support staff; supervise undergraduate student workers.
• Travel and work evenings and weekends as needed.

Special Event Strategic Planning

• Implement innovative special events in support of the College of LAS fundraising endeavors and recognition programs.
• Proactively embraces the advancement model within the College of LAS by working collaboratively with development, marketing/communications, stewardship, and constituent engagement staff.
• Advises on special event best practices across the College of LAS.
• Develop metrics and tools to track event information and assist others in planning events.

Required Qualifications

Bachelor\'s degree in hospitality, marketing, public relations, communications, business administration, student affairs, or a closely related field

One year of professional work experience in event planning, conference management, public relations, communications, marketing, or any other related field

Preferred Qualifications

1-3 years of experience leading event planning and execution

Experience managing events within a university or academic department

Leadership experience working with others in a diverse environment with high expectatio s

Experience in volunteer and/or event staff management

Commitment to diversity and inclusion

Awareness of and sensitivity to cultural and linguistic differences

Successful candidates will have:

• Ability to communicate effectively with others
• Knowledge of higher education, constituent engagement, and alumni relations; basic knowledge of higher education administration and advancement
• Ability to develop effective working relationships with faculty, staff, students, alumni, and other key stakeholders
• Demonstrated excellent verbal, written, and interpersonal communication skills
• Exceptional attention to detail and strong organizational skills
• Strong commitment to customer service skills
• Ability to manage several multi-faceted projects simultaneously and independently while meeting aggressive deadlines
• Ability to maintain sensitive and confidential information
• Ability to work outside the typical hours of the standard workday may be required, including evenings and occasional weekends

Appointment Information

This is a 100% full-time Civil Service 5009 - Events Administrator Associate position, appointed on a 12-month basis. The expected start date is