Job Listings

Events Administrator Associate - Chemistry

University of Illinois at Urbana-Champaign
Job Location:
Urbana, Illinois
Conference and Events Administration
Events Coordinator

Department of Chemistry

University of Illinois Urbana-Champaign

Job Summary
Coordinate impactful, inclusive events and develop itineraries to ensure that event speakers and other department visitors feel valued. This position will work closely with, and under strategic direction from the unit's advancement and DEI (diversity, equity, and inclusion) staff to execute logistics for in-person and virtual events, with some meeting scheduling, itinerary-related duties, and other event support as needed.
Duties & Responsibilities

Event Coordination and Management
  • With strategic direction from advancement and DEI (diversity, equity, and inclusion) staff or department leadership, coordinate and execute logistics for (in-person and virtual) departmental events, from small luncheons to lectures/seminars to large receptions:
  •  Ascertain event goals, intended audience, and other parameters from senior staff/leadership, and ensure that all events fulfill the stated strategic vision.
  • Coordinate all event logistics, either independently or as part of a shared-planning committee with other staff, faculty, and/or students.
  • Manage project timelines - often for multiple upcoming events simultaneously - ensuring all reservation, payment/contract, and other deadlines are met; facilitating approval from senior staff as needed; and alerting senior staff to any unavoidable delays or problems.
  • Serve as primary on-site contact and host for most or all events, greeting guests if necessary, ensuring event runs smoothly, and exercising independent judgment to resolve issues. This duty may be shared with, or taken on by, other staff on an event-by-event basis. (Note: "on-site" also applies to virtual events.)
  • Ensure all event-related university, college, and department policies are followed.
  • Manage event budgets, make or arrange necessary payments, and monitor expenses and receipts for reconciliation.
  • Track event attendance and other details for department planning purposes. Record advancement event attendance in the university's alumni and donor database.
  • Represent the department in the university and college network of event professionals, attending relevant trainings, meetings, events, and professional development activities to keep abreast of event policies, procedures, and best practices.
Itinerary Development and Other Event Support
  • Under guidance from and in collaboration with senior staff, schedule (in-person and virtual) meetings and activities for event speakers, alumni and donor visitors, or other constituents.
    Facilitate arrangements for department outreach/presence at graduate recruitment conferences including, but not limited to, gathering necessary promotional materials and making arrangements for booth setup.
  • Assist with convocation and other large department events as needed.
Required Qualifications
  • Bachelor's degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
  • One (1) year (12 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.
Preferred Qualifications
  • At least 1 year of event-planning experience.
  • Experience planning advancement (alumni/donor) events and/or events with a diversity/equity/inclusion emphasis.
  • Experience working in advancement and/or diversity, equity, and inclusion fields.
  • Experience using online platforms to plan virtual events/meetings and webinars.
Successful candidates will have the following:
  • Knowledge of event-planning and meeting scheduling
  • Commitment to diversity, equity, and inclusion
  • Excellent organizational skills and attention to detail
  • Excellent verbal and written communication skills
  • Excellent interpersonal skills and ability to collaborate effectively
  • Ability to independently manage multiple projects and meet deadlines
  • Ability to identify problems, evaluate alternatives, and implement effective solutions
  • Ability and willingness to work occasional evenings and weekends locally (typically no more than 2-3 times per year) and to travel on occasion (typically no more than 1-3 domestic weekend trips per year)
  • Knowledge of higher education
  • Knowledge of the fields of advancement and/or diversity, equity, and inclusion
Appointment Information
This is a 100% full-time Civil Service Events Administrator Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. Salary is commensurate with experience.

Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on October 31, 2022. Apply for this position using the Apply Now button at the top or bottom of the posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through will not be considered. For further information about this specific position, please contact Leslie Chenoweth, For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing

Requisition ID: 1011342
Job Category: Administrative
Apply at:
HigherEd360 is part of the HigherEdJobs network.