Event Services Coordinator
Indiana University

Job Info

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Department

HAMILTON LUGAR SCHOOL (BL-SGIS-IUBLA)

Department Information

The Hamilton Lugar School of Global and International Studies (HLS) is a leader in the study of international affairs and the languages, cultures and perspectives shaping our world. HLS takes a multidisciplinary approach to global education, offering instruction in over 80 languages, the most in the country, and helping students develop cultural fluency and expertise in nearly every region, including Africa, Russia, Latin America, Europe, Asia, and the Middle East.

Job Summary

Department-Specific Responsibilities

• Works with various HLS stakeholders in the purchase and inventory maintenance of HLS swag
• Coordinates travel arrangements and creates itineraries for HLS guests when needed
• Provides administrative logistics support for faculty-led study abroad courses
• Maintains standards of presentability and organization throughout Global and International Studies Building (GISB) meeting and event spaces
• Monitors schedule of events in GISB for times of high traffic and/or event conflict
• Works with classroom technologies to monitor and maintain technical equipment in meeting spaces. Works with GISB building manager to ensure building protocols are followed by all internal and external groups
• Responsible for the successful execution of HLS events, which includes overseeing staff projects, coordinating with communications as needed, working with internal and external vendors, and maintaining high level of customer service
• Must be able to prioritize and organize multiple projects within the big picture of event operations

General Responsibilities

• Coordinates basic and increasingly more complex design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions
• Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated budget, specifications, policies, and standard procedures
• Answers guest and customer calls and emails and provides information related to event services
• Maintains files, documents, calendars, and event-related correspondence records. Maintains mailing lists and may help with printing and distribution of event marketing materials
• Assists in the setup of meeting or conference spaces; may delegate setup tasks to Set-Up Coordinator(s) depending on event size/scope
• May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity
• May 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.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

Preferred

• Bachelor degree in a related field

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Highly thorough and dependable

Preferred

• Ability to respond quickly to unplanned situations
• Working knowledge of Microsoft Office (Word, Excel, and PowerPoint)
• Working knowledge of budget processes
• Working knowledge of Bloomington campus administrative systems

Working Conditions / Demands

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Operations

Job Family: Events
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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

Contact Us

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Telephone: 812-856-1234

This job has expired.