Community Engagement and Events Coordinator

This is a full-time, non-exempt position. Days and hours of work are Monday through Friday, 7:45a.m. to 4:30 p.m. Limited evening and weekend work is required. This job operates in a professional office environment. The Graduate School currently operates in a hybrid work mode, with a requirement for in-person work on Wednesdays. This is subject to change, based on mission and/or operational needs.

The Coordinator, Community Engagement and Events is responsible for the successful delivery of high quality, community enriching events programming to support the mission of the Graduate School. This includes end-to-end planning, logistics, and execution; communications; and responsible management of the events budgets. This is achieved through close collaboration and partnership with the Graduate School leaders and colleagues to envision and implement events for the purpose of enriching the graduate student experience, and building community within the Graduate School, and across constituent groups. The Coordinator is one component of a professional team that provides innovative administrative support to achieve the Graduate School's mission.

Primary Responsibilities

Responsible for leading successful planning, communications, and execution of graduate student orientations, commencements, conferences & seminars, regular, signature and special events for the Graduate School; and budget management for these events.

Events Planning & Management (80%)

• Maximize opportunities to raise awareness of great work and build community and lead the planning and delivery of the Graduate School's signature events (currently 10).
• Conduct research on and collaborate with Graduate School Chief of Staff and Directors to understand, define, develop and support innovative events programming to enhance the graduate student and postdoctoral scholar experience; and Graduate School team engagement. Coordinate protocol development; event and meeting logistics and execution; events budget development and management; and events communications and record keeping for the Graduate School.
  • Develop and manage Graduate School events protocols and logistics to ensure delivery of high quality, community enriching events to support Graduate School mission and strategic plan; and to maximize opportunities to raise awareness of great work (students, postdoctoral scholars, faculty, staff, Graduate School).
  • Help to identify opportunities and plan events to support recognition of students, postdoctoral scholars, faculty, and Graduate School staff accomplishments and success.
  • Engage with awardees and the Communications team to produce print and email announcements, and plan recognition events
  • Coordinate and schedule candidate and speaker visits; and tend logistics for successful events (prepare and organize materials for committee meetings, handle data entry and reimbursements, make room reservations, etc.
  • Provide leadership and counsel on Graduate School units' signature events; and assist events planning and support for recruitment process, and special seminars
  • Assist planning, coordination, and delivery of Graduate School retreats and symposia
  • Be creative in presenting new ideas for increasing community engagement.
  • Recommend and implement process improvements and strategies to increase event successes.
• Plan and manage events and meetings logistics and execution.
  • Partner with Facilities Management, Disability Services and other UofM partners to coordinate safety and security procedures, emergency response plans, attendee special needs, and ensure ADA compliance with venues. Anticipate problems and implement appropriate solutions, troubleshooting issues as they arise.
  • Engage vendors and manage vendor agreements and follow-up.
  • Manage event staff support; caterer and food selections and delivery; alcohol permits; speaker and participant permissions; room selection and booking; materials dissemination; setup and break down; etc.
  • Arrange audio visual and other technical requirements and auxiliary event activities.
• Manage budgets related to community engagement and events planning:
  • Proactively develop and manage events budgets, and through attention to detail and follow through, track expenses to minimize unplanned expenditures and stay in budget for all events.
  • Conduct research and recommend vendors, suppliers and assist negotiations for best value engagements. Provide data to assist Directors and Chief of Staff in forecasting annual events budget needs and planning.
  • Reconcile event expenses; monitor accounting transactions to ensure revenue and expenses assigned to correct account codes. Work with Departments' accounting coordinator to coordinate related timely payments.
  • Monitor and manage events records, including historical data, event spend data and budget impact; and attendee data and trends.
• Coordinate community engagement and events communications.
  • Work with Graduate School Strategic Communications Coordinator to design and oversee development of publicity, marketing and communications related to events.
  • Manage website information related to community engagement and events and keep all information related to area of responsibility up to date and accurate. Maintain awareness of what is on Graduate School's websites related to seminars and events.

Administrative Support (20%)

• Provide administrative support and reception services to the Dean's Office, including performing critical responsibilities of the Office in the absence of the Administrative Services Manager.
• Provide administrative support to Graduate School committees and strategic initiatives as assigned or necessary to accomplish the mission of the Graduate School.
• Stay abreast of policy and procedural mandates to assist proper stewardship of University resources, and compliance with University policies and procedures.
• Assist agenda development and substantially participate in and contribute to team meetings and activities.
• Actively and consistently pursue and participate in professional development opportunities to engage in continuous learning, growth, and development.
• Perform other tasks and duties consistent with administrative support and to advance the mission of the Graduate School.

Minimum Qualifications

• Bachelor's Degree in humanities, social science or a field appropriate to the area of assignment and/or experience to total 4 years from which comparable knowledge, skills and abilities have been achieved.
• Strong problem-solving skills including the ability to prioritize and manage multiple tasks and manage time well and work independently; and to think quickly and react to last minute
  changes to prioritize and manage multiple tasks and manage time well and work independently.
• Excellent customer service skills to effectively work with a diverse group of faculty, staff and students; and vendors; and to develop and maintain positive relationships and work well in a team environment.
• Excellent computer skills and proficiency with a wide variety of computer applications including computer calendaring applications (such as Google Calendar), email, word processing, spreadsheets, databases, and on-line systems.
• Commitment to work limited evenings, up to 10/year.

Preferred Qualifications

• Ability to commit to Graduate School values: Service. Diversity. Leadership. Collaboration. Dependability. Joy of Life. Kindness.
• Certification in events planning within 1-year related experience.
• Strong interpersonal skills as demonstrated by ability to develop rapport, build strong relationships, and listen and negotiate effectively, and work with a wide range of stakeholders and personalities.
• Strong oral and written communication skills to include active listening and questioning skills to accomplish proactive, timely, and effective communications.
• Analytical skills to solve problems and determine the best course of action in relationship to the project, customer, and financial impact.
• Ability to interpret, communicate and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to maintain a professional appearance and attitude at all times.
• Knowledgeable about event planning software, program features and report generation, or strong meeting planning, meeting management and project management knowledge and skills.
• U of M experience and working knowledge of University operations and systems.
• High proficiency in MS Office suite (Word, Excel, PowerPoint), Qualtrics, Drupal, HTML or similar.
• Basic proficiency in Tableau, Adobe Creative Suite, FinalCut Pro or related tools

Physical Requirements

• Able to stand for long periods
• Able to occasionally lift up to 30 pounds

Pay Range: $50,000.00 - $60,000.00; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

For a complete application, please include a resume and cover letter. Providing 3 professional references is also strongly encouraged.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

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