Lead Program Coordinator - Conference & Events Services
Illini Union, University of Illinois at Urbana-Champaign
Location: Urbana, Illinois
Type: Full Time
4 Year Degree
Internal Number: 1022831
Applications are now being accepted for the Lead Program Coordinator - Conference & Events Services position for Illini Union at the University of Illinois at Urbana-Champaign.
As the community center of the University, the Illini Union draws together all members of the University with approximately 16,000 visits of students, faculty, staff, alumni, and guests on a daily basis. We are seeking individuals with diverse backgrounds who can help create and foster communities that strive toward this vision. This includes supporting the academic mission of the University by developing environments conducive to student learning and academic success, respecting, appreciating, and advocating for the diversity of our student population, and supporting the holistic development of all our students.
Responsible for planning, organizing, and coordinating all services, facilities, and logistics for scheduled conferences, meetings, and seminars for the Conference and Event Services office. This includes details for room set-up, equipment needs, lodging, meals, transportation, and other event details. The position works closely with other members of the C&E team and campus partners to provide exceptional delivery of services.
Duties & Responsibilities
Program Coordination and Logistics Manage a portfolio of programs, conferences, events from proposal through completion. Generate proposals, event diagrams, and billing. Coordinate, arrange, and support clients at all stages of event planning, execution, and evaluation; including (but not limited to) booking spaces, considering dates requested, services required, number of participants, catering and lodging needs. Advise clients on set-ups, menus, social activities, transportation, budget, timelines, and other logistics. Monitor conference portfolio income and expenses for compliance with budget projections; manage payments to vendors and client billings. Develop marketing and promotion strategies to advertise programs as needed. Create online registration forms for conferences and other programs. Identify third-party vendors and service-providers, including freelance designers, copyeditors, printers, and other vendors as needed. Negotiate contracts and work with University procurement to issue purchase orders to vendors. Coordinate management of on-site conference activities, including supervision of staff and volunteers. Serve on conference planning committees, schedule their meetings, and take minutes as needed or requested. Provide exceptional customer service to clients to ensure overall success of each program.
C&E Administration Guide the work for a portfolio of conferences including the engagement of strategic thinking. Balance the demands of repeat programs and evolve as new programs are added. Provide fiscal oversight of a portfolio of conferences to ensure C&E remains financially viable. Distribute C&E evaluation forms to all clients, track responses, and share data as requested.
Supervising/Other Supervise student staff and volunteers: Assist with hiring, directing, and evaluating student staff and volunteers as needed or required. Train new staff as appropriate. Create an environment that supports staff development, cultivates collaboration and clear communication, celebrates accomplishments, and fosters inclusivity in the workplace.
Additional Physical Demands
• Some lifting required (up to 40lbs) • Occasional night and week work required • Occasional travel required • Hybrid or flexible work schedule may be considered
Minimum Qualifications and Specialty Factors
1. Bachelor’s degree in hospitality services, tourism, business or related field.
2. Two (2) years of supervisory experience or leading a team.
3. Demonstrated experience creating and monitoring budgets, including tracking revenues and expenditures.
(Note: Master’s degree in area consistent with the duties of the position may be substituted for one year of work experience.)
Knowledge, Skills and Abilities
Willingness and ability to work a varied schedule, including evenings, weekends and holidays as needed.
Ability to organize and manage multiple tasks simultaneously and consistently meet deadlines.
Exceptional written and verbal communication skills.
Ability to build exceptional interpersonal relationships and manage a conference client needs effectively.
This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after 3/19/2024. The entry-level salary for the Events Administrator classification is $62,000. Work for this position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy. Sponsorship for work authorization is not available for this position
Applications must be received by 6:00 pm (CST) on Tuesday, March 19, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact firstname.lastname@example.org. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing email@example.com.