Travel Coordinator

2 days ago

Bloomington, Indiana, United States Indiana University Full time
Job Summary

The Center for Exploration of Energy and Matter (CEEM) is a multi-disciplinary laboratory performing research and development in the areas of accelerator physics, nuclear physics and chemistry, and materials research. We are seeking a highly organized and detail-oriented Travel and Events Coordinator to join our team.

Key Responsibilities
  • Arrange and process travel for faculty, staff, students, and non-employee visitors, including flights, hotels, and ground transportation.
  • Submit reimbursement requests, track and reconcile travel and event expenses.
  • Provide estimates on travel-related expenses based on travel plans.
  • Work with committees and faculty to develop budgets for conferences, events, and workshops.
  • Manage registration processes and work with the Office of Conference and Event Registration Services (OCERS).
  • Assist with generating materials for CEEM programs and public outreach.
  • Serve as a backup for other CEEM Administrative Staff.
General Responsibilities
  • Coordinate the design, layout, and logistics of events, including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.
  • Act as a liaison with vendors, partner organizations, departments, and facilities to ensure event plans adhere to budget, specifications, policies, and standard procedures.
  • Answer guest and customer calls and emails, providing information related to event services.
  • Maintain files, documents, calendars, and event-related correspondence records.
  • Maintain mailing lists and assist with printing and distribution of event marketing materials.
  • Assist with setting up meeting or conference spaces and delegate setup tasks to Set-Up Coordinators as needed.
  • Interface with media and/or marketing and communications representatives regarding the calendar of events and event publicity.
  • Provide guidance to lower-level Event Services Coordinators.
Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

Benefits

Indiana University offers a wide array of benefits, including medical insurance, dental insurance, health savings account, life insurance, LTD, and AD&D options, base retirement plan contribution, additional supplemental retirement plan options, tuition benefit for IU classes, 10 paid holidays per year, generous paid time off, paid parental leave, and employee assistance program.

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