Position Overview
*INTERNAL POSTING ONLY*
Accessible Teaching, Learning, and Assessment Systems (ATLAS), a research center at the University of Kansas (KU), is seeking an Events Coordinator to support events sponsored by ATLAS teams and projects. This position will have responsibility in the Business Operations resource area for coordinating with cross-functional teams to gather and manage events requirements, develop event plans, implement all parts of the plan (e.g., recruitment, communication, catering, vendor relations, multimedia requirements). The Events Coordinator will be responsible for on-site and virtual events of various sizes.
ATLAS promotes learning and improved outcomes for all students, with a focus on students with disabilities and struggling learners. ATLAS creates technology-based learning and assessment systems that are accessible and academically rigorous. Dynamic research on skill development, assessment design, and teacher professional development informs the center's map-based learning systems.
With a wide variety of portfolio of grant-funded research projects and operational alternate assessments, ATLAS is a leader in educational research and innovation. ATLAS drives progress through partnerships and collaborations with organizations that share its focus and commitment.
ATLAS is committed to creating policies and practices that foster a culture in which all employees feel they belong and can succeed.
Visit the ATLAS website to learn how the center improves the learning landscape for all students.
KU employees have great benefits!
- 176 hours of paid vacation per year
- 72 hours of sick leave per year
- 10 paid holidays
- Medical and dental insurance
- Retirement program
- Life and disability insurance
- Educational and professional development opportunities
Visit the KU benefits website for more information.
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 valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things.
Due to complex state employment laws, the University of Kansas may be unable to hire fully remote workers for this position outside of Kansas. Specifically, we cannot currently offer employment to candidates residing in the following states: California and Delaware. We appreciate your understanding and invite interested individuals from eligible states to apply.
Job Description
65% - Event Planning & Coordination: Plan, coordinate, and monitor event workflows and deliverables to support center and program work. Examples of work performed may include:
- Event Requirements Gathering: Collaborate with cross-functional project teams and internal customers to identify event requirements including scope, timelines and essential vs optional features.
- Event Project Planning: Use requirements to create and maintain project and event plans and timelines for a variety of projects ranging from small, single virtual meetings to large, complex, multi-day on-site events.
- Event Project Management: Ensure necessary cross-team communication to ensure successful execution of event project plans. Adapt project plans as needed. Identify barriers and roadblocks to event plans and collaborate with team members and stakeholders to resolve. Actively participate in meetings and proactively seek feedback to anticipate needs and mitigate risks.
- Event Logistics: Execute all aspects of event plans, including scheduling, communication, recruiting, space allocation, catering, technical requirements, multi-media requirements, accessibility needs, and vendor coordination.
- Event Recruiting: Oversee all aspects of recruiting, including communication with potential and registered participants, application of screening criteria.
- Event Finances: Coordinate within ATLAS Business Operations for details related to venue contracting, travel logistics, participant payments, and overall event budget.
- Vendor Relations: Collaborate with vendors, including caterers, rentals, and audio-visual team to ensure smooth event operations and compliance with regulations. Manage and negotiate events specifications with project leads and vendors.
15% - Manage systems and processes needed for successful events
- Maintain participant recruitment database
- Maintain standards for customizable business processes needed for events (e.g., meeting planning, recruitment)
- Develop reports for managers and stakeholders to inform continuous improvement of ATLAS events.
15% - Provide leadership for ATLAS events. Examples of work performed may include:
- Provide subject matter expertise on standard events business processes to project teams.
- Monitor events team capacity and project assignments.
- Provide support to other Events Team members, including mentoring, training, and lending capacity when needed.
- Monitor and implement workflows, processes, and procedures using preferred methods and tools.
- Evaluate staffing levels and make recommendations for hiring, skills training, and redistribution of workload.
- Identify, schedule, and assign tasks to Events Specialists.
- Propose process improvements.
- Provide input for proposals (e.g., grant proposals, responses to requests for proposals).
5% - Other duties as assigned.
Position Requirements
- This is a full-time (40 hours/week), unclassified position.
- Depending on the center's and team's needs, well qualified candidates may be allowed a work location that is hybrid or remote.
- This position will be required to travel to Lawrence and/or other locations occasionally.
- This position will require attendance at regularly scheduled meetings, onsite or through telecommunication platforms.
Required Qualifications
- Bachelor's degree in hospitality, communications, public relations, education or relevant field, plus minimum of three years of related experience.
- Minimum three years of experience managing timelines and effectively coordinating teams and projects as demonstrated through previous work experience.
- Minimum three years of experience with business event planning for 50 or more people, as demonstrated through previous work experience.
- Experience with implementing on-site meeting logistics requirements including space, accessibility, catering, and communications, as demonstrated through previous work experience.
- Experience managing competing priorities under strict deadlines as evidenced by application materials.
- Previous work experience that required the use of Microsoft Office applications including Outlook, Word, Excel, and PowerPoint, as evidenced in application materials.
- Previous work experience that required the use of online meeting and team communication software (e.g., Zoom, Microsoft Teams), as evidenced in application materials.
- Demonstrated attention to detail as evidenced by application materials.
- Strong organizational and problem-solving skills as evidenced by application materials and interview.
- Effective communication skills as evidenced by application materials and interview.
Preferred Qualifications
- Project management certification, advanced training in relevant field, or other event planning certification.
- Experience working or planning events with cross-functional teams from a wide range of disciplines (e.g., education, design, information technology) in a collaborative environment as evidenced by work history.
- Experience implementing event recruiting, procurement, and/or vendor relations as demonstrated through previous work experience.
- Demonstrated experience examining and complying with university policies, public sector (state and local government) policies and regulations, or contractual obligations as evidenced by work history, professional training, or a combination of both.
- One or more years of experience with informal (non-supervisory) leadership or experience as a direct supervisor.
- Five or more years of experience with business event planning for 50 or more people.
Additional Candidate Instructions
****INTERNAL POSTING ONLY****
A complete application includes:
- Online application
- CV or resume
- Cover letter detailing your professional experiences that align with the required and preferred qualifications.
- Contact information for three professional references.
Only complete applications will be considered.
Application review begins Thursday, February 27, 2025. For consideration, please apply no later than Wednesday, February 26, 2025.
Contact Information to Applicants
ATLAS HR, atlashr@ku.edu
Advertised Salary Range
$59,000, commensurate with experience
Work Schedule
M-F; 8-5, 40 hours/week
Application Review Begins
Thursday February 27, 2025
Anticipated Start Date
Monday March 31, 2025
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University of Kansas
dental insurance, paid holidays, sick time
Feb 21, 2025