Event Operations Coordinator - Illini Union - 1032211-6689

University of Illinois • Urbana, IL • 1d ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12930540 **Event Operations Coordinator - Illini Union

Illini Union

Job Summary**

Oversees the supervision and administration of the Illini Union events, daily floor operations, and policy enforcement across the main building, Main Quad, and Anniversary Plaza, including managing emergency response protocols for these areas.

Duties & Responsibilities

Provides administrative oversight and supervision of Illini Union

daily activities, enforcing policies in the absence of senior leadership. Inspects room reservations and event setups to ensure all rooms meet client requests and coordinates with clients to maximize satisfaction.

Serves as the primary liaison for the Illini Union events, acting as

a resource for student organizations, the Illini Union Board, University departments, and other entities utilizing indoor and outdoor venues. Coordinates daily communication with Event Services, Multimedia, and departmental managers to ensure important information is shared across the organization.

Conducts hourly rounds of the facility, including Anniversary Plaza

and the Main Quad, to ensure compliance with University and department policies. Addresses policy violations using professional discretion and escalates issues to senior management or Campus Administration as necessary. Summarizes all activities and events in a daily report.

Evaluates and implements event management plans for events,

including compliance with any Campus or departmental policies and guidelines. Backs up the Event Services department with processing event reservations and supervision of student employees as required.

Assists with identification and response to general building safety

and/or security threat assessments. Responds to all emergencies in building and coordinates emergency response with management and first responders and conducts post-event assessments and reports. Assists the Senior Event Operations Coordinator with annual updates and training for the Building Emergency Action Plan (BEAP).

Supports Multimedia Staff with event setups, including but not

limited to portable projectors, screens, laptops, video-conferencing equipment, speakers, wireless mics, and lecterns. Provides supervision and direction to Multimedia student employees in the evening hours in the absence of the full-time Multimedia staff as required.

Supports the senior team members in the hiring, training, and

management of student employees, including maintaining the customer service training program.

Provides building tours to prospective clients and customers wishing

to hold an event at the Illini Union; provide guidance on room and setup queries in conjunction with department stakeholders.

Completes other duties as assigned.

Additional Physical Demands

This position is not eligible for a hybrid or 100% remote work schedule.

This position involves constant moving throughout all areas of the facility, Anniversary Plaza, Main Quad, and service area of the Illini Union. The position involves remaining in a stationary position for long periods of the time.

Minimum Qualifications

Bachelor\'s degree in Hospitality, Marketing, Public Relations,

Communications, Business Administration, Student Affairs, or a closely related field.

Two (2) years of professional work experience in Events Planning,

Conference Management, Public Relations, Communications, Marketing, or any other related field.

Demonstrated experience planning or managing events that involved

coordination with multiple stakeholders (such as departments, organizations, community partners, vendors, and/or other key stakeholders).

Experience with a minimum of two of the following: generating

reports, crafting professional communications, and scheduling meetings utilizing application software.

Preferred Qualifications

Experience with training, developing, and mentoring team members.

Experience working in college or university student unions/centers.

Experience in event management or multimedia.

1-3 years of experience leading event planning and execution.

Leadership experience working with others in a diverse environment

with high expectations.

Experience managing events within a university or academic

department.

Experience coordinating event staff.

Experience managing and executing events for 100+ participants.

Experience with managing and executing events for executives and

high profile clients.

Knowledge, Skills and Abilities

Excellent communication skills.

Ability to interpret and enforce university policies.

Proficiency in operating standard business computer applications, including but not limited to Microsoft Outlook, Word, Excel and PowerPoint. Knowledge of event planning and diagramming software.

Proficiency in gathering and collating data into concise reports.

Ability to collaborate effectively with a wide variety of internal and external customers.

Ability to w

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