Events Specialist
1 week ago
University of Kansas Events Specialist Lawrence , Kansas Apply Now Working with the Vice Chancellor for Strategic Initiatives / Chancellors Chief of Staff, serve as event coordinator for the Chancellors Office and Chancellors Residence including Holiday Events, Faculty Receptions, Farewell / Retirement Receptions, Kansas Board of Regents Campus Visits, etc.
Working with the Assistant Vice Chancellors of State and Federal Relations, serve as event support for Government Relations events including Chancellors Capitol Hill Reception, Sunflower Showdown Receptions, Legislative Spouses Tour, KU Statehouse events, and other events as needed.
Handle invitations and responses for Chancellors attendees of the OneTeam (Chancellors Office, Kansas Athletics, KU Alumni, KU Endowment) tailgate events.
Assist KU Alumni Association with joint quarterly events held for KU Faculty and Staff.Responsible for organizing guests lists, updating spreadsheets, sending invitations, and tracking responses. Utilize Qualtrics to gather basic attendee information such as contact info, dietary restrictions/allergies, and accommodation needs.
Book event spaces, conference rooms, catering, and parking reservations.
Create name tags, table tents, labels; print menus; and purchase decorations.
Oversee day-of event coordination, receive guests upon arrival, host guests during event, and ensure post-event clean up.
Manage the Chancellor Events departmental inbox, including fielding inquiries.25%
- Administrative Office Support:Provide administrative support and office coordination for the Jayhawk Community Partners / Jayhawk Hospitality teams.
Assist with coordinating and distributing communications for events, meetings or other activities utilizing e-mail, special mailings, etc.
Assist with special projects to prepare and disseminate documents, reports, assembling materials/packets, copying, tracking activities, etc. Utilize Microsoft Office Teams and SharePoint for document sharing as appropriate to manage projects.
Submit and follow up on work orders for building maintenance and special requests. Maintain office equipment as appropriate and ensure supplies are ordered, received and available for use.
Work with the Shared Service Center in processing and billing of orders, reimbursements or issuing payments for outside guests/speakers.20% Residence ManagementServe as main point of contact and manager of The Outlook, the Chancellors on campus residence.
Working with the Chancellors family, campus departments and external vendors, coordinate and oversee routine maintenance and cleaning, and address any unexpected issues or repair.
Serve as host of the residence during events.10% Other ResponsibilitiesProvides reception and phone coverage for the Chancellor's Office (i.e., responding to emails, inquiries, greeting guests).Provides, as needed, administrative support in the absence of other staff members.
Assists with University-level annual and one-time events, including but not limited to Commencement.Other duties as assigned.
27967BRDisclaimer:
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.
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, , Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, , 711 TTY
Work Schedule:
Monday - Friday, 8am - 5pmFLSA Status:NonexemptConditions of Employment:Serve at the PleasureContact Information to Applicants:
Required Qualifications:
Bachelors degree in communications, public relations, education, or relevant field.
One (1) year of professional experience in event management and/or planning, or related experience in marketing, journalism, public relations, or a similar field.
Applied proficiency with basic office computer systems including Zoom, Microsoft Outlook, Power Point, MS Teams, Work and/or Excel as evidenced in application materials and previous experience.
Experience applying strong organizational and prioritization skills.Experience applying strong communication and interpersonal skills as evidenced by application materials and interview process.
Employee Class:
U-Unclassified Professional StaffAdvertised Salary Range:
Starts at $42,000
FTE:
1.0
Preferred Qualifications:
Event planning experience in a large and complex organization.
Experience with sensitive information and demonstrated ability to maintain strict confidentiality.
One year experience in administrative support.
Position Overview:
The Events Specialist serves as the lead planner for events hosted by the Chancellor, Chancellors Office, Government Relations Team and events held at the Chancellors Residence - working with and as directed by the Vice Chancellor for Strategic Initiatives/Chancellors Chief of Staff.
This position serves as the main point of contact for facilities and operations related to any maintenance or service projects in The Outlook, the Chancellors Residence.
This role provides office coordination and administrative support for the Jayhawk Community Partners/Jayhawk Hospitality teams.This position interacts with and exchanges information (sometimes sensitive, complex and/or confidential) with visitors of varying backgrounds and temperaments in a friendly and courteous manner using tact, patience, and discretion.
Visitors can include Board of Regents officials, State Officials / Legislators, Federal Delegation, corporate officials, alumni, University officials, faculty, students, parents, the general public and the media.
They understand and are aware of the various projects currently being conducted in the office and the organization and workings of the University.
This person works closely with and provides back-up administrative support for other office staff and enjoys being part of a team environment.
This role collaborates with executive suite colleagues and additional University partners to assist with correspondence, special projects and University-wide events.
This role offices in 230 Strong Hall and reports to the Assistant Chief of Staff / Chancellors Executive Associate.Reg/Temp:
Regular
Application Review Begins:07-Jun-2024
Anticipated Start Date:01-Jul-2024
Additional Candidate Instruction:
A complete application includes:ResumeCover letter addressing how the required and preferred qualifications are metContact information for three professional referencesApplication review will begin Friday June 7th, 2024 and will continue until a suitable pool of qualified candidates is gathered.
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