Events Coordinator, Humphrey School of Public Affairs
University of Minnesota, Twin Cities
December 28, 2017
40000.00 - 50000.00
<p>The events coordinator leads strategic planning and execution of events hosted by the Humphrey School of Public Affairs at the University of Minnesota, including high-profile public events that feature senior level officials from local, state, and national government entities. Reporting to the director of communications, this person also works closely with senior leaders and deans to develop programming and content for events that support the Humphrey School mission. The events coordinator manages all aspects of event execution including budgeting, vendor management, marketing and public relations, speaker coordination, on-site logistics, and direction of volunteers. As part of the communications team, the events coordinator is a public-facing representative of the Humphrey School, responsible for building relationships with community partners and various external and internal stakeholders including faculty and staff of the Humphrey School and University departments.</p><p><strong><u>Programmatic/Events Strategy (25%):</u></strong></p><ul><li>Initiate, design, and execute Humphrey School and co-sponsored events for the Humphrey School community, external organizations, and University/community partners.</li><li>Develop and implement an annual events strategy to advance the School’s goals and mission in coordination with the director of communications and with senior leaders</li><li>Establish policies and best practices for Humphrey School events to ensure consistency, branded, and widely attended events</li><li>Create and implement school-wide event strategies. (In 2015, this position lead creating the equity and diversity guidelines for Humphrey School event programming, which was adopted by the University of Minnesota’s Office of Equity and Diversity.)</li><li>Provide consultation and expert advice to Humphrey School senior leadership and staff and faculty throughout the school on event management and trends</li><li>Build relationships with donors and alumni, students and prospective students, campus and the community-at-large and notable community leaders, and influencers to create meaningful events through stakeholder engagement</li></ul><p> <strong><u>Events Management (50%):</u></strong></p><ul><li>Lead all logistics related to Humphrey School internal and external events of various sizes, ranging from 30 attendees to upwards of 200 attendees in ways that increase the visibility of the Humphrey School and University of Minnesota. </li><li>Manage several large annual events and series including the Public Leadership Awards, Humphrey School commencement ceremony, Distinguished Carlson Lecture Series, Humphrey state of the school address, and donor engagement events at the President of the University’s home</li><li>Assemble a high-level plan for each event and oversee event production including establishing timelines and run-of show, setting deadlines, management of setup, audio visual elements, venue and staging, décor, etc.</li><li>Secure and supervise event staff and volunteers. Delegate responsibilities and act as the decision maker to ensure efficient event execution.</li><li>Communicate and negotiate contracts with outside vendors on various projects, including sales reps, photographers, caterers, venue representatives, etc.</li><li>Manage the annual events budget and others special events budgets as well as other non-recurring event budgets (ranging up to $200,000 per event). Maintain ongoing management of expenses, approvals, and reconciliation for 3-4 budgets annually</li><li>Ensure that all events comply with University and Humphrey School including equity and diversity guidelines for events.</li></ul><p><strong><u>Marketing and Communications (25%):</u></strong></p><ul><li>Develop marketing and public relations materials for Humphrey School events, including the writing and production of all printed and electronic materials for events in coordination with director of communications and other senior leaders. Such materials include programs, invitations, flyers, web sites, PowerPoint presentations, etc.</li><li>Lead the marketing strategy in conjunction with the director and communications staff for all Humphrey School and co-sponsored events including working with other event planners at the School</li><li>Compile, format, and transmit individual announcements, monthly events digest, and event attendance follow-up communications using University’s mass email system (Salesforce)</li><li>Drive audience development for Humphrey School events by creating unique promotional plans for each event including email marketing, social media, community calendars, and fostering relationships with external partners</li><li>Manage mailing lists, databases of participants and stakeholders, and other electronic and printed records of activities</li><li><span style="font-family:arial,sans-serif;"><span style="font-size:10.0pt;">Write and create other materials as needed for events such as introductions, talking points, run of shows, etc.</span></span></li></ul><p> </p><p>We will start reviewing resumes January 16, 2018.</p>
<p><strong>Required qualifications:</strong></p><ul><li>Bachelor’s degree in communications, journalism, marketing, or related field</li><li> Progressive responsibility in events or communications related roles</li><li>Excellent verbal and written communications skills</li><li>Demonstrated attention to detail; strong organizational and problem-solving skills </li><li>Experience/proficiency with Microsoft Office Suite, email, and internet application</li></ul><p><strong>Preferred qualifications:</strong></p><ul><li>Demonstrated ability to manage multiple tasks and a diverse range of responsibilities, and produce timely results in an unstructured, fast-paced environment; evidence of self-initiative</li><li>Demonstrated knowledge of events marketing, with ability to build audiences</li><li>Proven familiarity with Adobe Creative Suite and Salesforce Marketing Cloud software</li><li>At least two years professional experience, or six years combined equivalent education and experience, with progressive responsibility in events or communications related roles</li></ul>
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.