Events and Marketing Coordinator (Event Manager Pro 2)
University of Minnesota, Twin Cities
Location: Minneapolis, Minnesota
Salary: 39728.00 - 71240.00
Internal Number: 345468
Events and Marketing Coordinator (Event Manager Pro 2) Hubbard School of Journalism and Mass Communication
Job Description: The Events and Marketing Coordinator is a key staff member in the Hubbard School of Journalism and Mass Communication (Hubbard School)
The person in this position assists the director and chief of staff of the HSJMC in administering and executing the outreach, research and continuing education activities by developing programming content, planning all event logistics and coordinating and assisting with marketing and public relations efforts. The incumbent will have extensive contact with outside constituencies, including the professional media community. The incumbent also administers and executes the activities of the Hubbard School involving outside constituencies, as well as University, College and unit events, and plays an important role in the promotion of the unit. This is a 100-percent time, continuing appointment.
Programmatic/Events and Communication - 65% • Initiate, design and execute Hubbard School events and co-sponsored events for the professional media community, educators, and University partners. • Develop marketing and public relations materials for the Hubbard School sponsored events, including the writing and production of all printed and electronic materials for programs, conferences and workshops in coordination with the Communications Manager. Such materials include programs, brochures, flyers, posters, press releases, websites, PowerPoint presentations, etc. • Communicate with outside vendors on various projects, including sales reps, photographers, caterers, venue representatives, etc. • Consult with CLA External Relations and Public Relations staff on media and public relations efforts as appropriate. • Manage execution of food and beverage permits, event food and safety protocols, purchasing and vendor agreements in compliance with university financial policies • Manage detailed budgets for all events. Reconcile all purchases and reimbursements related to events in coordination with the School’s financial preparer and accounting team. • Serve as photographer for some events. • Manage standing events including: o Minnesota Journalism Center speaker and event series o Mithun Advertising Program Thought Leadership Forum o Hubbard School Spring Showcase for graduating seniors, donors, alumni and friends of the School, o Professional Networking Day o Hubbard School Alumni Society Board Mentor Program o Strategic Communication MA Forums o Co-sponsored events with various local affiliated organizations, including the National Scholastic Press Association, Minnesota Newspaper Association, Society of Professional Journalists, International Association of Business Communicators, and others
Administration - 25% • Maintain School-wide event calendar and advise director of workload related to events and maintain consistent, updated record of the status of event details. • Help coordinate and manage new and ongoing projects involving faculty, student, alumni and professional engagement programming • Supervise student employees hired to assist with events and facilities upkeep activities. o Assist faculty and program directors with event budget, including developing the fiscal year budget request for the a Minnesota Journalism Center submitted to the Hubbard School Director. • Oversee contracts and arrangements with speakers and event venue owners, serving as on site point of contact for all in-person and virtual events • Manage mailing lists, databases of participants and other electronic and printed records of activities and assist Communications Manager in such activities for the Hubbard mailing lists. • Make travel and expense accounting arrangements associated with events. • Provide staff event support to Hubbard School committees and boards as requested.
Conference Center/Focus Group Facilities - 10% • Manage all aspects of the Conference Center, Heggen Room and Research Laboratory facility including scheduling, maintenance, technology updates, and catering facilities. • Maintain and post the weekly schedule for the Heggen Room, Conference Center, and Focus Group facility. • Arrange video recording support for events as needed. • Arrange for remote/online modalities and technical support (in coordination with the School’s instructional technology team and college research and technology services team), as needed,for all events and facilities • Provide consistent maintenance of each facility ensuring the spaces are clean, the equipment is in working order, and the supply needs are seen to.
Required -Bachelor's degree and two years of relevant event planning and implementation, public relations, or promotional experience or a combination of related education and work experience to equal at least six years. Previous writing skills to include editing and proofing. Experience working with the web and electronic communications. Demonstrated organizational skills and attention to detail. Able to work occasional early mornings, evenings or weekends. Some light lifting and moving of equipment used for events is required. Prior work coordinating event activities.
Desired: Demonstrated organizational skills and attention to detail. Proven ability to prioritize, meet deadlines, handle multiple assignments, and work independently. Excellent interpersonal skills, particularly the ability to work with a diverse group of individuals. Excellent verbal and written communication ability to include customer service, professionalism, and problem solving. Event planning experience at the University of Minnesota or other higher education institution or for similar large-scale nonprofits or corporations. Experience working with or within media organizations. Advanced skill at using MS Office software suite (Word, Excel, PowerPoint, and Access). Experience with Adobe Suite. Experience with web publishing software, especially Dreamweaver. Supervisory experience. Basic accounting/budget management experience. Experience supporting administrators and coordinators in a similar work environment.
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.