28341BR

Job Title:

Events Specialist

Department:

Business Administration

Primary Campus:

University of Kansas Lawrence Campus

Job Description:

70% Business School Program and Event Coordination: Plan, coordinate, execute, and evaluate a portfolio of special events for the Business School, as determined by the Events Director. Responsibilities include but are not limited to:

• Use project management and problem-solving skills to effectively manage event workflow and meet all event deadlines. Components of event workflow may include calendaring, invitation preparation and distribution, programming preparation and execution, catering, vendor relationships, stakeholder briefings, volunteer management, RSVPs, payments, event inquiries, day-of event logistics, pre- and post-event follow-up.

• Coordinate, train, mentor, support, and motivate student assistants and/or volunteers.

• Track event expenses as assigned by the Events Director. Identify key areas for improved financial management and better allocation of resources and make recommendations to the director.

• Establish and maintain vendor and partner relationships. Work closely with KU and external partners who provide event support such as catering, lodging, transportation, and promotional items.

• Maximize outreach by collaborating appropriately with the other departments/agencies within the School, and across the University (e.g. PR, IT, Facilities)

• Conduct/track program evaluations/outcomes and report feedback and results, to Events Director, to enhance future programming efforts.

• Provide on-site event support, as assigned.

• Ensure all assigned events meet School standards of quality.

• Serve as back up to Events Director.

• Complete other job-related duties as assigned.

15% External Events in Capitol Federal Hall - Implement and enforce best practices, policies, and Business School guidelines for external/rental events utilizing Capitol Federal Hall, as assigned by Events Director. Duties may include but are not limited to:

• Implement staffing requirements, billing protocols and guidelines for space allocation.

• Facilitate the reservation and execution of externally hosted events within Capitol Federal Hall.

• Host and serve as liaison to guests using/renting Capitol Federal Hall.

• Respond to requests for facilities use, in coordination with Dean’s Executive Assistant, to minimize conflicts with other internal and external events.

• Work in coordination with Business School’s Director of Building Operations.

• Coordinate with other campus entities to include but not limited to Public Safety Office, KU catering, KU IT, KU energy, custodial staff, and maintenance.

• Complete reports for purpose of event evaluation.

15% Miscellaneous Duties and School Support/Service – Utilize event planning knowledge and skills to perform miscellaneous duties that contribute value to the School of Business, including:

• Manage the office Outlook calendar, help schedule internal meetings, and add important University, School, and sporting events to calendar to avoid conflicts.

• Assist in the selection, ordering, inventory, and distribution process for School of Business promotional items.

• Serve as a source of assistance regarding event planning, - share knowledge and best practices with other internal school staff planning smaller events for their individual academic areas or units.

• Participate as an active team member of the School staff including attending staff meetings and serving on School or University committees, as directed.

• Other related duties as assigned.

Req ID (Ex: 10567BR) :

28341BR

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:

M-F 8-5, some evenings and weekends

FLSA Status:

Nonexempt

Contact Information to Applicants:

Jordan Yochim jeyochim@ku.edu

Required Qualifications:

1. Bachelor’s degree in communications, public relations, education, or relevant field, plus 1 year of related experience, OR Associate’s degree/certificate, plus 3 years of related experience, OR High School Diploma plus 5 years of related experience.

2. Excellent communication skills, especially in a customer service context, as evidenced by application materials.

3. Evidence of excellent project management skills and attention to detail, as demonstrated by application materials

Employee Class:

U-Unclassified Professional Staff

Advertised Salary Range:

Minimum $40,000

FTE:

1.0

Preferred Qualifications:

1. Demonstrated ability to interact professionally with a variety of constituents.

2. Established record of providing outstanding customer service.

3. Demonstrated proficiency with Microsoft Office Suite and other software programs.

4. Experience working independently as well as in a team.

5. Experience coordinating large events or events within in a collegiate or academic setting.

Position Overview:

The Events Specialist works as a member of the events team at the KU School of Business to assist with the coordination and execution of Business School events. The School’s event portfolio includes but is not limited to: School-sponsored student events; local and national alumni events; various other outreach activities; annual lecture series; recognition ceremonies; annual Distinguished Alumni Award dinner; biannual graduation ceremonies; board meetings and research center events. This position will utilize best practices for event space usage within Capitol Federal Hall. The specialist is not responsible for classroom scheduling for academic courses but may assist in the scheduling and use of classrooms for other purposes. The Events Specialist serves as a member of the Dean’s staff and a resource within the School to ensure that all events deliver a high-quality experience and add value to the School.

This position reports directly to the Events Director. The incumbent must interact professionally with a wide range of internal and external customers/clients including students, faculty, staff, alumni, advisory boards, vendors, the university community, the general public and special guests. Candidates who are highly organized, can work flexible hours, have excellent communications skills, are able to multitask and have a friendly demeanor are encouraged to apply.

This is a full-time, benefits-eligible, 12-month professional staff position. Consideration may be given for a 10 or 11-month position or a reduced schedule during the summer, depending on the candidate and the School’s needs. This position is designated primarily as on-campus and will require some evenings and weekends (with advanced notice) for some events. Flexible and occasional virtual work schedules will be evaluated as per KU policy and School guidelines.

KU offers excellent benefits including generous retirement contributions, paid vacation and sick leave, insurance, and various discount programs. Health insurance options are also offered. Full details are available at: https://humanresources.ku.edu/benefits. The successful candidate must have appropriate authorization to work in the U.S. before employment begins.

Reg/Temp:

Regular

Application Review Begins:

23-Jul-2024

Anticipated Start Date:

26-Aug-2024

Additional Candidate Instruction:

A complete online application requires: 1) current resume; 2) a cover letter addressing required qualifications; 3) complete contact information for three professional references.

Applications will be reviewed until a qualified candidate is selected. To ensure consideration, please apply by July 22, 2024.

Job Family:

Public Affairs-KUL

Work Location Assignment:

On-Site

Position Requirements:

• Willingness to work some evenings and weekends as necessary to fulfill the duties of the position and mission of the School.