Travel and Events Coordinator (Event Services Coordinator)

---

Job description

Department

CNTR FOR EXPLOR OF EN & MATTER (BL-CEEM-IUBLA)

Department Information

The Center for Exploration of Energy and Matter (CEEM) is a multi-disciplinary laboratory performing research (experimental and theoretical) and development in the areas of accelerator physics, nuclear physics and chemistry, and materials research. Research experiences are available to high school through post-doctoral students. The facility is supported by Indiana University, state and federal grants, and user fees and contracts. The laboratory is staffed by highly trained scientific, technical, and administrative staff members and serves approximately 80 on-site graduate students, postdoctoral research fellows and physics faculty members. In addition, research and development activities are carried out by scientists and students from around the world.

Job Summary

Department-Specific Responsibilities

• Arranges and processes travel for faculty, staff, students, and non-employee visitors as the Travel Coordinator for CEEM including flights, hotels, and ground transportation.
• Submits reimbursement requests, tracks and reconciles travel and event expenses.
• Provides estimates on travel related expenses based on travel plans.
• Works with committees and faculty to develop budget for conferences, events, workshops.
• Manages registration process and works with Office of Conference and Event Registration Services (OCERS).
• Works with faculty to generate materials (e.g., newsletters, brochures) for CEEM programs and public outreach.
• Serves as backup for other CEEM Administrative Staff.

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)

Preferred

• Associate's degree

WORK EXPERIENCE

Required

• 2 years of 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

Preferred

• Experience with Excel and Word
• Experience with Indiana University Travel Processes
• Experience with Indiana University Events and OCERS
• Ability to interact professionally with various individuals including faculty, staff, and students
• Ability and flexibility to work with interruptions, and multi-task to meet the needs of the unit

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 pounds. 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.

Additional Information

8:00 AM - 5:00 PM

Some events may require occasional work at other hours, limited to 40 hours per week.

Work Location

Bloomington, Indiana

Advertised Salary

$20.19 per hour to $21.25 per hour.

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: Intermediate

FLSA: Nonexempt

Job Function: Operations

Job Family: Events
Click here to learn more about Indiana University's Job Framework.

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.

Contact Us

Request Support
Telephone:

<!– job description page –>