Program Manager, Events Services -Illinois
University of Illinois

Job Info

---

Program Manager, Events Services -Illinois

Illini Union- Events Services

University of Illinois Urbana-Champaign

Job Summary
The Events Admin Associate at the Illini Union is responsible for the success of the day-to-day coordination & planning for Event Services within the Illini Union facilities. This position interfaces directly with staff, faculty, students, and the public community managing those relationships throughout the event planning process.

Duties & Responsibilities

Responsible for the day-to-day management of event services. Meeting with clients to assist in event planning, room reservations, and event logistics coordination. Responsible for leading bi-weekly meetings with various departments regarding communicating and coordinating logistics for upcoming events.

Responsible for providing estimates to clients for Illini Union facilities and services. Oversee pricing structure and revenue reporting. Coordinate with the Event Services Program Manager to assist with budget preparation and monitor invoices in close interaction with the Accounting Office.

Develops and execute internal and external client contracts and ensure fulfillment of contractual obligations.

Manage event schedules, and plans, and provide specifications and detailed direction for events and services. Oversee the audits of the final physical room set-ups for the Building Service Worker, Multimedia, and Catering teams.

Serve as the liaison between Event Services and Marketing to translate expectations into deliverables. Ensure development and implementation of marketing materials to promote the use and accessibility of Illini Union facilities and services with the express intent to maximize utilization by internal and external clients.

Partner with cross-functional resources to plan and execute pre and post-event coordination, information processing, and assessment.

Manage the post-event reporting process to ensure the collecting and disseminating of all event metrics to 5appropriate constituents. Make necessary contacts to facilitate the billing process within prescribed deadlines after fulfilling facilities contracts and services.

Execute ongoing account management, gathering, and distribution of sales and facility usage data for statistical analysis and the preparation of reports and assessment initiatives.

Solicit and continuously update contracts for vendors and venues based on direction from the Program Manager.

Perform other duties as assigned to further the mission of the unit

Additional Physical Demands
Accomplish most work in a typical office work environment. Some on-campus travel is required.

A typical work hours may be necessary to accomplish the position's assigned responsibilities. Occasional work on evenings and weekends is required.

Required Qualifications
• Bachelor's degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
• Two (2) years (24 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field, including demonstrated experience planning and executing events and mid-level management experience.

Preferred Qualifications
• Excellent communication and customer service skills
• Detail oriented and highly organized as well as a keen ability to keep projects on track while proactively flagging risk.
• Experience with event management software such i.e., as EMS reservation system planning software, Event Master, and Social Tables diagram software.
• Experience delivering large user group events.

Knowledge, Skills and Abilities

Ability to execute in a deadline-driven environment is required.

Familiarity with managing event budgets is required

Ability to work with diverse faculty, staff, students, and public clientele.

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 as soon as possible after 2/28/2023. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on February 28, 2023 . 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. For further information about this specific position, please contact Illini Union Shared HR & Admin Services at iustaffdevelopment@mx.uillinois.edu or 217.333.3660. 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, COVID-19 vaccination requirement, 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 accessibility@illinois.edu .

Requisition ID: 1013643
Job Category: Administrative
Apply at: https://jobs.illinois.edu

This job has expired.