- Bachelor’s degree in a field appropriate to accomplishing the work or any equivalent combination of education and experience from which comparable knowledge, skills and abilities have been achieved to equal four years
- Excellent computer skills and proficiency with a wide variety of computer applications including computer calendaring applications (such as Google Calendar), email, MS Office Suite to include PPT, Excel, etc.; and online systems (for example, online events management systems)
- Must be able to attend assigned events and provide on-site event management, including limited evenings hours
- Ability to stand for long periods, and lift up to 30 pounds occasionally
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
- Strong problem-solving skills including the ability to think quickly and react to last minute changes
- Strong meeting planning, meeting management and project management knowledge and skills
- Ability to prioritize and manage multiple tasks, manage time well and work independently
- Ability to interpret, communicate and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
- Strong interpersonal skills as demonstrated by ability to develop rapport, build strong relationships, listen and negotiate effectively, and work with a wide range of stakeholders and personalities
- Analytical skills to solve problems and determine the best course of action in relationship to the project, customer, and financial impact
- Ability to maintain a professional appearance and attitude at all times
- Strong oral and written communication skills to include active listening and questioning skills to accomplish proactive, timely, and effective communications
- Excellent customer service skills and the ability to work effectively with a diverse group offaculty, staff, students and vendors
- Ability to develop and maintain positive relationships and work well in a team environment
- Certification in events planning or related
- Knowledgeable of event planning software, program features and report generation
- U of M experience and working knowledge of University operations and systems
- Basic communications planning
- Experience in basic accounting/reconciling accounts
- Basic proficiency in Tableau, Adobe Creative Suite, FinalCut Pro or related tools
- Advanced skills in Qualtrics, Drupal, HTML
WORK DAYS: Monday to Friday
WORK HOURS: 40 hours per week as arranged to include some evening hours
About the Job
The Graduate School is seeking an Events Coordinator. The Coordinator is a vital component of a professional team that provides innovative administrative support to achieve the mission of the Graduate School.
The Coordinator collaborates with Directors to envision and implement programs for the purpose of enriching the graduate student experience, and building community within the Graduate School and across its constituent groups. The Coordinator manages strategies, logistics, budgets, and execution for events supporting the Graduate School academic programs.
This is a 100% continuing Civil Service position (classification 8208A1, Admin Associate 1).
Events Planning, Management, Evaluation and Improvement (75%):
- Conduct research and collaborate with Graduate School Chief of Staff and Directors to understand, define, develop and support innovative programming related to graduate student success and graduate faculty and staff support.
- Develop and manage Graduate School events protocols to ensure delivery of quality community enriching events to support Graduate School mission and strategic plan; and to maximize opportunities to raise awareness of great work (students, faculty, staff, Graduate School).
- Lead overall event management including operational planning, implementation, budget management, and event evaluation for the Graduate School, including forums, retreats, and receptions.
- Assist successful planning, management, communications, and execution of all academic/professional seminars, graduate student orientations, conferences, and special events for the Graduate School; and Graduate School internal events.
- Manage events and related meetings logistics and execution, including collaborating with a diverse set of University partners, such as University Services, Facilities Management, Disability Services, the Provost Office, and others to coordinate safety and security procedures and ensure ADA compliance with venues (e.g., emergency response plan, attendee special needs).
- Collaborate with Graduate School Strategic Communications Coordinator to design and oversee development of publicity and marketing related to events.
- Proactively develop and manage events budgets. Through attention to detail and follow through, and with Chief of Staff track expenses to minimize unplanned expenditures and stay in budget for all events. Conduct research and recommend vendors, suppliers and assist negotiations for best value. Provide data to assist Directors and Chief of Staff in forecasting annual events budget needs and planning.
- Manage vendor contracts for Graduate School events (e.g., space rentals, caterers, equipment, and printing); negotiate with vendors and conduct follow-up to fulfill the terms of the contract.
- Coordinate and schedule candidates and speakers visits; prepare and organize materials for committee meetings, handle data entry and reimbursements, make room reservations.
- Provide coordination of retreats and symposia; and assist events planning and support for recruitment process, and special seminars related to the Graduate School Diversity Office.
Graduate School events include, but are not limited to:
o Faculty and Staff Awards and Celebrations
o Leadership Team Meetings and Retreats
o Governance, Advisory, and Stakeholder Meetings
o Graduate Student Orientations
o Graduate and Professional Education Assembly
o Graduate School, NSF and other Workshops
o Doctoral Research Showcase
o Recruitment Week
o Travel & Logistics for Outside Meetings
Communications Support (20%):
- Surveys and Reporting:
- Develop surveys and/or data collection methods for various projects and events; determine which method is most appropriate
- Produce reports, which may include evaluation/summary of open-ended responses
- Provide analysis of various website sections as assigned and make recommendations for improvement; execute recommended changes.
- Make updates to website as requested
- Delivery logistics for messages from the Vice Provost Office to various audiences
- Assemble mailing lists; set up data extensions & send out
- Collect information for Graduate School publications, APD Update & Synthesist, and contribute materials to E-News
Provide reception service to the Dean’s Office and provide administrative support as necessary to accomplish the mission of the Graduate School (5%)
About the Department
WHO WE ARE
The central advocate for all research-based graduate programs at the University of Minnesota,the Graduate School is dedicated to the advancement of consequential knowledge.
WHAT WE DO
We’ve been entrusted with fostering diversity, maintaining quality standards, providingguidance and counsel, and facilitating dialogue across a broad array of critical and relevant research disciplines.
WHO WE DO IT FOR
Our diverse and vibrant community of students and scholars is essential to our work, but ultimately our goal is to equip these individuals to lead, collaborate, develop new ideas, and address complex challenges in a way that advances academia, industry, our region, and the global society.
WHY WE’RE DIFFERENT
As Minnesota’s only research institution, we have over 170+ distinct programs in both thriving metropolis and idyllic outstate locations. Our students enjoy an unmatched breadth, depth and caliber of opportunity for interdisciplinary study, community impact, practical application, and compelling scholarship. The Graduate School is an advocate for knowledge, taking on an integral support role to the research based graduate programs, scholars, and students at the University of Minnesota. Promoting forward-looking dialogue around contemporary issues of significance. Ensuring quality education. And advancing equity and diversity to shape generation after generation of thought creators and change agents.