Illinois 4-H Events & Communications Coordinator

Duties & Responsibilities

• Event Identification and Coordination
  • Identify and assess conferences and events essential for the effective programming of the Illinois 4-H curriculum.
  • Collaborate with the State 4-H Program staff to coordinate logistics and ensure alignment with programming goals.
• Budget Management and Contract Negotiation
  • Develop and manage event budgets, ensuring all activities are conducted within financial constraints.
  • Build event budgets in collaboration with State 4-H program staff and administration team.
  • Negotiate contracts with vendors, venues, and suppliers to secure favorable terms and pricing.
• Logistical Coordination
  • Lead the logistical planning of statewide events and conferences to carry out the goals and vision of the Illinois 4-H program.
  • Oversee all logistical aspects of events, including registration processes, housing arrangements, meal planning, and transportation.
  • Liaise with University staff, volunteers, and external vendors to ensure seamless execution of all event details.
• Promotion and Audience Engagement
  • Design and implement marketing strategies to promote events and attract participants, including the creation of promotional materials.
  • Identify target audiences and engage with interested groups to build attendance and participation.
• Committee Participation and Collaboration
  • Collaborate and connect with university staff, volunteers, vendors, and partners to effectively carry out registration, housing, meals, and other logistical operations as needed.
  • Collaborate with the Illinois 4-H youth leadership and ambassador teams to enhance programming efforts and participant engagement.
• Promotion and Outreach
  • Promote events and oversee registration sites to ensure clear communication with participants and their families.
  • Partner with Illinois 4-H program staff to plan, write, and produce promotion materials for stakeholders, including newsletter shorts, event materials, and summaries.
• Compliance & Risk Management
  • Develop and implement risk management plans for events to ensure participant safety and compliance with university policies.
  • Maintain required records and documentation related to events and risk management.
  • Collect information on the racial, ethnic, gender, and age composition of event attendees to ensure services are provided equitably.
  • Evidence of compliance with ADA standards, including documentation that verifies accessibility in physical facilities for individuals with disabilities at events and conferences.
  • Documentation of efforts to engage underrepresented or underserved communities for events & conferences, such as public notices, informational materials, or partnerships with local organizations.
• Relationship Management
  • Foster and maintain strong working relationships with University of Illinois Extension staff, 4-H volunteers, parents, youth members, and donors.
  • Serve as a point of contact for inquiries related to events and programming.