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Events Coordinator
Job Description
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Job Title
Events CoordinatorJob Description
The Events Coordinator’s primary purpose is to efficiently and professionally coordinate all administrative aspects of conferences, workshops, public lectures, panels and other events organized by the Kroc Institute and its research and policy programs. The Institute typically organizes 40 lectures, workshops or receptions per semester during the academic year, and works with the Assistant Director of Doctoral Studies to coordinate a one-week summer institute in June. The Coordinator also welcomes, plans and administers all events for visiting fellows. The Institute typically hosts approximately 5-7 visiting fellows annually. Additionally, this person will coordinate/collaborate with the Keough School’s Events Director as needed to ensure alignment with Keough School’s strategy and policies.
Essential Duties and Responsibilities include:
Working with the Institute director, faculty, and academic programs to coordinate the planning and administration of public lectures, panels, conferences, workshops and other events sponsored by the Institute. This includes:
Essential Duties and Responsibilities include:
Working with the Institute director, faculty, and academic programs to coordinate the planning and administration of public lectures, panels, conferences, workshops and other events sponsored by the Institute. This includes:
- participating in planning meetings
- scheduling rooms and facilities both on and off campus
- ordering and coordinating catering for receptions, dinners and other events
- coordinating preparation and dissemination of publicity and announcements with the Director of Communications
- managing the Institute’s Zoom license and facilitating online or hybrid events
- communicating with conference participants regarding accommodations, travel, visas, honorarium payments, and technological needs
- addressing other issues which arise in planning and implementing these events.
- May also supervise event student workers throughout the academic year
- Collaborates with Keough School units and event managers within the School to utilize space for events and coordination of co-sponsored events.
Coordinating all events for visiting fellows:
- from welcome activities, to program events, to fellows departure.
- Serves as point of contact on campus for the fellows throughout the semester/academic year. Facilitates the use of the Kroc Hesburgh apartments, working in collaboration with the director’s office and Notre Dame’s asset management office; assimilates fellows during first weeks on campus with creation of itineraries and onboarding activities.
- Assigns offices and works closely with Hesburgh Center Facilities Manager to ensure office space is available and ready for new occupant.
- Organize Visiting Fellow Lunch & Learn events (held each semester) and other opportunities for fellows to share their research with the University.
- Troubleshoot additional issues as they arrive pertaining to the Hesburgh Apartments, appointments, offices, etc.
Financial and Budget Responsibilities:
- Develop annual budget for Kroc annual events including creation of adopted budget, adjusted budget and continually monitoring expenditures to ensure actual expenditures stay within budget limits and expense adjustments are made when necessary.
Other Administrative Duties:
- Process payment requests for vendors, guests.
- Work with office coordinator, Hesburgh Center Facilities manager, and other Kroc staff to ensure coordinated approach in preparation of events and onboarding/exiting visiting fellows each semester.
- Work with Bradley and Company (in conjunction with Kellogg counterpart) to address any Hesburgh Center apartment concerns and deficiencies
Minimum Qualifications
- Bachelor’s degree (4 years)
- 3 to 4 years of experience in event coordination
- Excellent communication and administrative skills
- a high level of professionalism in dealing with people
- experience dealing with prominent scholars, policymakers and/or religious leaders
- good teamwork skills
- efficiency, flexibility, a high level of proficiency with word processing and spreadsheets
- commitment to the mission of the Kroc Institute
- experience working in academic setting preferred.
Preferred Qualifications
Background in peace studies a plus.
Background in event management preferred.
Background in event management preferred.
Department
Joan B. Kroc Inst. for Int'l. Peace (38045)Department Website
kroc.nd.eduFamily / Sub-Family
General Admin / Events PlanningCareer Stream/Level
EIC 1 AssociateDepartment Hiring Pay Range
Salary will be commensurate with experiencePay ID
Semi-MonthlyFLSA Status
S1 - FT ExemptJob Category
Service/MaintenanceJob Type
Full-timeSchedule: Days of Week & Hours
Monday – Friday, 8 am – 5 pm.
Schedule: Hours/Week
40Schedule: # of months
12Job Posting Date (Campus)
01/17/2023Job Posting Date (Public)
01/17/2023Job Closing Date
01/31/2023Posting Type
Open To All ApplicantsPosting Number
S23623Quick Link for Internal Postings
https://jobs.nd.edu/postings/29394*Please mention you saw this ad on AcademicJobs.*
