Job Information
University of Kansas Events Coordinator in Lawrence, Kansas
28256BR
Job Title:
Events Coordinator
Department:
Dole Institute of Politics
Primary Campus:
University of Kansas Lawrence Campus
Job Description:
50% Venue and Facility Rental Coordination
Serve as the initial contact for all outside rentals and usage of the facility including answering the Dole facility rental email.
Maintain internal event calendar and work with staff to coordinate overall building usage and event locations and transitions.
Under the direction of the Director of Operations, serve as liaison for both university and non-university entities and organizations on event related matters.
Review and make recommendations to implement facility usage policies in accordance with university policies.
Work with financial staff on event invoicing.
Arrange for physical set-up of events and post-event clean-up as necessary.
Attend to pre-event details related to logistics, event management, catering, audiovisual requirements, and staffing.
Assist renters in the operation of program-specific media materials such as video, audio, photographs, slides, and multimedia applications.
Being contact person and providing an excellent experience for outside rentals. This includes: presenting renters with documents, policies and obtaining signatures when needed (contracts, reimbursement and media release); requesting information (contact information, etc.); serving as point person for all event details.
45% Dole Institute Event Logistics and Student Supervision
The Events Coordinator will execute comprehensive event planning and logistics related to Dole Institute Event venue and facility logistics, including:
With management team, conceptualizes and designs events and manages external relationships and partnerships.
Responsible for oversight of events, including ensuring and coordinating event descriptions, materials, and resources for program presentation, as well as press releases.
Responsible for all event logistics to include third party photographers, audio-visual, rental space needs, and event-based marketing.
Manages event budget and negotiates contracts with vendors for events.
Provides public relations by serving as the point of contact for all program speakers and point person for all event details to include technical rehearsals for virtual guests, run of shows, and talking points for events.
Supervise all activities related to events and space management.
Track event attendees and create reports regularly.
Public representative of the Dole Institute.
Develop event timeline and work with other staff on set-up and technical needs.
Maintain internal event calendar and work with staff to coordinate overall building usage and event locations and transitions.
Meal and reception arrangements including catering and alcohol approval requirements.
Coordinate and execute travel arrangements for presenters and others as required or directed for Dole Institute Events.
Work with staff to maintain donor relations and visitor services.
Identify and coordinate event staffing needs with Director of Programs and Student Affairs.
Attending and assisting at events.
Supervise student workers assigned to staff Dole Institute Events to ensure adequate coverage and satisfactory work product.
Oversee compilation of event records.
5% Administrative Support
Provide public relations and administrative support as needed and special projects as assigned.
Req ID (Ex: 10567BR) :
28256BR
Disclaimer:
The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.
Work Schedule:
Monday-Friday 8am-5pm, some evenings and weekends
FLSA Status:
Nonexempt
Conditions of Employment:
Contingent on Funding
Contact Information to Applicants:
A complete online application will include:
Cover letter describing how you meet the required and preferred qualifications.
Resume
List of three (3) professional references
Only complete applications will be considered.
Application review will begin Friday, July 5th 2024. To ensure consideration please submit your completed application materials by July 4th 2024.
Required Qualifications:
Bachelor's degree in communications, public relations, education, or relevant field.
Minimum of three years of full-time related experience, such as event logistics, making travel arrangements, or organizing political events.
Strong written communication skills as evidenced by application materials.
Ability to provide excellent customer service as evidenced by experience.
Ability to prioritize and organize duties in an efficient manner as evidenced by experience and application materials.
Employee Class:
U-Unclassified Professional Staff
Advertised Salary Range:
$44,000 - $48,000
FTE:
1.0
Preferred Qualifications:
Job knowledge at an advanced level in event logistics or travel arrangements.
Excellent organizational skills and demonstrated attention to detail.
Demonstrated ability to work effectively with a wide range of individuals.
Demonstrated understanding of the Dole Institute mission.
Position Overview:
The Events Coordinator is a full-time benefits eligible unclassified nonexempt professional staff position that reports to the Director of Operations and works closely with other staff to execute events and programs at the Dole Institute.
A successful candidate will demonstrate thorough knowledge of the Dole Institute’s many initiatives and be adept at creating, managing, and executing multiple events in a deadline-driven environment. The candidate will have the ability to manage multiple projects and timelines while paying attention to detail and maintaining a high-level of interpersonal and communications skills to internal and external stakeholders. The ideal candidate will have experience in customer service, event logistics, communications, public relations, and developing partnerships.
The Dole Institute of Politics (DIOP) celebrated the 20th anniversary of its founding as an institute dedicated to the promotion of political and civic participation as well as civil discourse in a bi-partisan, balanced manner in 2023. As we begin our next 20 years, we are looking for an experienced Events Coordinator to plan and manage multiple projects and timelines.
By providing a forum for discussion of political and economic issues, fostering public service leadership, and encouraging participation in the political process, the Institute emphasizes that politics is an honorable profession and provide opportunities for all to interact with political leaders, practitioners and authors. The Dole Institute also emphasizes that only through political and civic participation can citizens redirect the course of our nation.
Senator Bob Dole’s legacy at the University of Kansas was established in 1997 upon the gift of his papers to KU. The Robert J. Dole Institute of Politics was dedicated in 2003 in KU’s West District and became home to the Senator Elizabeth Dole legacy upon the gift of her papers in 2017.
The Dole Institute is home to a museum dedicated to the legacies of Senators Bob and Elizabeth Dole, featuring the largest stained-glass American flag in the world, a memory wall dedicated to Kansas veterans of WWII, and the recently renovated Elizabeth Dole Gallery and Reading Room.
The Robert and Elizabeth Dole Archive and Special Collections department is responsible for collections, research, and exhibits at the Dole Institute. Both Senators’ personal papers and congressional materials are publicly available for research, attracting scholars from all over the world.
In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 8 hours of sick leave earned every month, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities. KU is a great place to work! The University actively encourages applications from members of underrepresented groups.
Reg/Temp:
Regular
Application Review Begins:
05-Jul-2024
Anticipated Start Date:
12-Aug-2024
Additional Candidate Instruction:
Beth Visocsky
bethv@ku.edu
785-864-2574
Job Family:
Public Affairs-KUL
Work Location Assignment:
On-Site