Events Coordinator (Event Services Coordinator)

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Job description

Department

JEWISH STUDIES (BL-JSP-IUBLA)

Department Information

One of the largest, oldest, and most comprehensive programs of its kind, the Borns Jewish Studies Program in the College of Arts and Sciences (The College) at Indiana University is a premier hub for Jewish Studies. The Program is committed to fostering leadership skills, civic responsibility, and academic achievement through rigorous interdisciplinary study of Jews and Judaism. Our distinguished faculty, talented students, outstanding staff, almost 1,000 accomplished alumni, and supportive community, work together to ensure the best possible experience for our students. The interaction of our 21 faculty members working in musicology, history, biblical study, Yiddish and Hebrew language and linguistics, political science, comparative literature, the history of art, the study of ancient Jewry and more, makes for an enormously enriching and stimulating atmosphere.

Job Summary

Department-Specific Responsibilities

• Coordinates and oversees all logistics and publicity for the full and diverse offering of events for the Borns Jewish Studies Program including all logistics associated with numerous endowed lectures, international scholars conferences, faculty workshops and colloquia, faculty searches, special programs for Jewish Studies donors, adult education and outreach programs, and a range of other activities.
• Writes all copy for press releases, brochures, posters, and dinner and reception invitations, and works with the newsletter editor in preparing articles about previous and forthcoming programs.
• Serves as liaison with other IU departments for co-sponsored lectures and with community groups from around the state.
• Maintains a comprehensive lectures list of all speakers sponsored by the Jewish Studies Program; compiles welcome packets for all visiting scholars and speakers; schedules audio-visual equipment for speakers; acquires bids for printing. Manages a detailed online calendar that includes events, meetings, holidays, and conflicts.
• Manages and designs the Borns Jewish Studies Program departmental website, which supports a number of priority initiatives including marketing, student recruitment, and customer service.
• Conducts travel reimbursements and other payments (i.e. honorarium) for non-employees. Manages financial payments to vendors, such as caterers and others that provide event-related services.
• Coordinates the scheduling of the numerous programs; corresponding with guest lecturers and/or their agents and with conference participants.
• Reserves rooms and arranges for room set-up; schedules housing accommodations; determines menus for meals and receptions; serves as liaison with the caterers; processes the necessary paperwork to obtain visa and health insurance for foreign scholars; organizes transportation; arranges for and supervising a free-lance photographer at Jewish Studies events.
• Works with volunteer committees for gala events; and other activities that ensure the successful planning and implementation of a broad range of program activities. Event planning will include familiarity with Jewish observances, such as the timing of holidays, customs and traditions, and Jewish dietary laws.
• Serves as Assistant to the Jewish Studies Program Development Officer managing advanced complex projects, and an extensive database program. This position assists with office management, serves as a receptionist, and manages any other miscellaneous projects that arise.

General Responsibilities

• Coordinates basic and increasingly more complex design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.
• Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated budget, specifications, policies, and standard procedures.
• Answers guest and customer calls and emails and provides information related to event services.
• Maintains files, documents, calendars, and event-related correspondence records. Maintains mailing lists and may help with printing and distribution of event marketing materials.
• Assists in the setup of meeting or conference spaces; may delegate setup tasks to Set-Up Coordinator(s) depending on event size/scope.
• May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity.
• May provide guidance to lower-level Event Services Coordinators.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE

Required

• 4 years experience in events, customer service, administrative, or related field

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Highly thorough and dependable
• Possesses a high degree of initiative
• Ability to build strong customer relationships

Preferred

• Strong organization skills
• Ability to expeditiously and accurately perform math calculations
• Ability to be detail oriented
• Experience with IU systems, KFS, IUIE

Working Conditions / Demands

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 lbs. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana

Advertised Salary

$43,000.00 per year

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: Operations

Job Family: Events
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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at or by visiting IUPD.

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