**29809BR** **Job Title:** Events Coordinator **Department:** Libraries-General **Primary Campus:** University of Kansas Lawrence Campus **Job Description:** **35% Event planning** + Plan and coordinate meetings, staff gatherings, campus-focused faculty/student events, symposia, conferences, and primarily donor and outreach events for KU Libraries in Lawrence, regionally and nationally. + Serve as the office’s primary liaison in communicating with colleagues throughout the organization who oversee or play a role in event planning. + Work with the KU Libraries leadership, faculty and staff, campus and community partners and featured speakers/special guests to secure dates and ensure all calendars and event listings are up to date. + Negotiate, manage, and seek approval for vendor contracts with venue representatives and to secure catering, furnishings, A/V, talent and other event-related components. + Serve as a project manager in propelling collaborations with KU Libraries and campus and community partners (e.g., those who write, design, manage social media, etc.), providing essential information and initiating plans/timelines for production and/or distribution of promotional elements and event-related materials. + Disseminate important information to, and thoroughly prepare and package materials for, KU Libraries and campus and community partners who will be attending and executing regional and national events. + Demonstrate a commitment to advancing diversity efforts in the Libraries and contribute to an inclusive environment. **20% Event execution** + Manage and communicate guest registration in event database through constant communication with campus and community partners who may also be responsible for handling information for events and use it to initiate the creation of nametags and other materials. + Seek volunteers, coordinate staffing schedules and fully manage on-site event set-up, execution, and tear down. + Assist campus and community partners who have planned and are primarily responsible for executing events with KU Libraries. + Serve as the lead onsite event coordinator during libraries activities. **25% Administrative planning and budget support** + Supports Office of Communications & Advancement workflows by managing team agendas and calendars to ensure efficient collaboration and on-time project completion. + In collaboration with colleagues at the KU Endowment Association, update and maintain accurate contact information of donors and prospective donors. + Work with OCA team members to ensure mailing lists are accurate and effective. + Process bills, invoices and reimbursements in a timely manner in accordance with strict university policies. + Monitor the events budget and secure underwriting where appropriate, assist in the coordination of cost sharing between KU Libraries and campus and community partners. + Book event travel for team members in the Office of Communications & Advancement and reconcile expenses. + May supervise student intern(s). **15% Outreach, partnership, communication, and donor relations** + Work closely with important campus and community partners and vendors to maintain and build relationships and plan and execute events that expand the reach of stakeholder engagement and fundraising programs. + Serve as a key KU Libraries’ representative at campus events, engaging with guests, donors and alumni on behalf of the organization. + Interface with prospective donors and alumni at local, regional and national events. + Share information gleaned through interfacing with said prospective donors with KU Endowment and OCA’s executive director for follow up and possible major gift solicitation. + Support mail list management and event follow-up communications by updating attendee lists in event database. Communicate information to campus and community partners and KU Endowment Association before and after events. + Work with the assistant director and/or executive director to coordinate the donor acknowledgment process. **5% Other duties as assigned** **Req ID** **(Ex: 10567BR)** **:** 29809BR **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:** Monday-Friday, 8am-5pm **FLSA Status:** Nonexempt **Contact Information to Applicants:** Tonia Morgan morgt@ku.edu **Required Qualifications:** 1. Bachelor's degree in communications, public relations, education or relevant field. 2. Minimum of 3 years of related experience. **Employee Class:** U-Unclassified Professional Staff **Advertised Salary Range:** Minimum salary $41,299, final determination commensurate with experience **FTE:** 1.0 **Preferred Qualifications:** 1. Two or more years’ experience in collaborative work settings, especially among large planning groups. 2. Experience in a higher education or non-profit setting. 3. Excellent communication skills. 4. Demonstrated initiative, with excellent organizational and project management skills to successfully meet deadlines. 5. Flexibility, strong interpersonal skills, and ability to work effectively and cooperatively as part of a team, as well as independently, in a changing work environment. 6. Demonstrated discretion, integrity and reliability in handling confidential information. **Position Overview:** The Events Coordinator is responsible for planning, coordination and execution of in-person events and virtual programming on behalf of KU Libraries. Critical to supporting the outreach goals of the organization, the Coordinator understands the essential value of engagement and strives to provide the best possible experiences for those who participate in programming and attend events hosted by the libraries. This position works closely with libraries leadership and all team members in the Office of Communications & Advancement to ensure high-quality engagement opportunities are available and accessible to students, faculty, colleagues, donors, alumni, campus partners, and community members. This role is an instrumental support for team workflows, project planning and organization. This position requires occasional overnight travel. Occasional evenings and weekend event work required. KU’s excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other’s success. We foster a culture of care where each person is seen, heard and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things. The successful candidate must be eligible to work in the U.S. by the effective date of the appointment. **Reg/Temp:** Regular **Application Review Begins:** 17-Feb-2025 **Anticipated Start Date:** 17-Mar-2025 **Additional Candidate Instruction:** Applicants should attach a cover letter, resume/CV, and contact information for three professional references (including at least one previous or current supervisor) to this online application. Please use your cover letter to address how you meet the required and preferred qualifications. An online application must be completed to be considered for this position. **Application review begins Monday, February 17th, 2025. To ensure consideration, please apply before review date.** **Job Family:** Public Affairs-KUL **Work Location Assignment:** Hybrid **Position Requirements:** + This position requires occasional overnight travel. Occasional evenings and weekend event work required. + The successful candidate must be eligible to work in the U.S. by the effective date of the appointment.