Levis Events and Space Manager - Humanities Research Institute

This position is not eligible for immigration sponsorship.This position requires in-person work on campus and may require working outside standard hours including evenings and occasional weekends.The Humanities Research Institute fosters interdisciplinary study in the humanities, arts, and social sciences at the University of Illinois Urbana-Champaign. A vibrant hub for humanities activity on campus, HRI convenes distinguished scholars from around the world, supports Illinois faculty and graduate student research through fellowships and a bimonthly seminar, cultivates collaborative faculty driven initiatives through its Research Clusters, hosts multi-million-dollar external foundation grants, and awards prizes recognizing excellence in faculty and student humanities research.Housed in Levis Faculty Center, HRI serves the whole of campus by making meeting spaces available to university units and programs, showcasing the work and activities that help to give Illinois its reputation as a world-class institution.If you’re an organized and energetic individual who enjoys engaging with the public, HRI would like to talk to you. We are seeking an experienced professional to manage the Levis Faculty Center, including working with service providers and coordinating space usage. As a first line of contact, the events and space manager is integral to ensuring great customer service and successful event experiences.Job SummaryDuties and Responsibilities

• Space use management:
• Oversee, administer, and monitor the conference/events’ logistics and space utilization in the Levis facility, and provide or assign support as needed to ensure excellent customer service is offered to all clients. This includes managing processes for reservations and space utilization, contracting, coordinating overall building space schedules, placing related work orders for setup and cleaning, and serving as frontline AV tech support for Levis users.
• Resolve operational and client service issues and conflicts.
• Effectively and efficiently communicate with all users regarding events, rental policies, and space availability, demonstrating a strong customer-service orientation.
• Work with Levis building residents, including HRI and Center for Advanced Study (CAS) and Office of the Provost events staff, to support their priority use of the building for their events.
• Serve as designated official for the Levis Faculty Center, liaising with Office of the Vice Chancellor for Administration and Operations, Campus Special Events Committee, and Division of Public Safety as appropriate.
• Enforce department and university policies related to risk management, safety, and, when appropriate, purchasing.
• Attend campus event meetings and stay abreast of campus policies and procedures.
• Attend Campus Special Events Advisory Committee meetings, events and trainings as appropriate.
• Operational and business processes for space use management:
• Continually revise and update contract language and fee schedule as needed, consistent with the University's best practices and Government Costing provisions.
• Execute and update client contracts for services and special events.
• Update building resident MOU yearly.
• Issue Facilities and Services (F&S) work orders and process related F&S billing for support of events in building.
• Coordinate with HRI finance staff to oversee guidelines and operating procedures designed to effectively track revenue and expenditures associated with space utilization and sponsored events.
• Execute billing for Levis space usage services.
• Track Levis space use and produce relevant reports for HRI leadership and the Assistant Provost for Capital Planning.
• Facility and Building management:
• Coordinate and manage building locking and unlocking schedule with building residents, FMS/Facility Scheduling & Logistics, and Card Access and ensure appropriate entries in campus Daily Event Summaries.
• Serve as building residents’ primary liaison to F&S regarding building maintenance, repair, cleaning, and setup matters, submitting related work orders as needed.
• Serve as liaison with technology services/Class Tech and audio-visual (A-V) vendors, Facilities and Services staff, and other service providers for events and or building purposes.
• Alert Energy Management Command about off-hours events as needed.
• Serve as first line of response to F&S inquiries and activities.
• Events Staff management:
• Supervise events staff and apportion out and delegate building events-related duties and backup processing/billing as needed.
• Hire, onboard, train, manage, and supervise hourly events staff, ensuring appropriate support for events in Levis and balanced workloads for all Levis events staff.
• Prioritize tasks and assign delegate duties to events staff/part-time employees for all pre- and post-preparation associated with events.
• Assist with providing evening and weekend event coverage as needed.
• Outward facing-liaison ambassador/marketing:
• Collaborate with HRI Communications staff to develop effective marketing materials and/or web interface and social media dimensions.
• Serve as HRI/Levis ambassador to and attend meetings with clients, stakeholders, and campus events-related bodies.
• Perform other duties as assigned by Director and Deputy Director in alignment with achieving the institute’s mission and objectives.
  
  

Additional Physical Demands

• Position may require working outside standard hours including evenings and occasional weekends.
• Must be able to ascend/descend stairs
• Occasional light shifting of rolling tables or chairs for fine-tuning of event setup.
• Light setup/lifting of event equipment (easels, pop up signs, sign stands).
  
  

Minimum Qualifications

• Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
• Three (3) years (36 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.
• Demonstrated experience leading the planning and/or execution of events as the primary coordinator including facilitating communication and/or collaboration among event stakeholders.
  
  

Preferred Qualifications

• Experience in higher education settings.
• Familiarity with University of Illinois F&S work orders, and campus facility reservation and card access contacts.
• Demonstrated facility scheduling experience.
• Knowledge of the University of Illinois’ organizational structure and purchasing and accounting processes, including Banner and Chrome River.
  
  

Knowledge, Skills and Abilities

• Willingness to work outside standard hours including evenings and occasional weekends.
• Strong leadership planning and problem-solving skills with attention to detail.
• Demonstrated expertise in supervising teams, including the ability to motivate, guide, and develop team members to achieve organizational goals.
• Excellent interpersonal skills with proven ability to work effectively with diverse constituents.
• Excellent project and time management, team building and conflict resolution skills, and the ability to work as part of a professional team to serve constituents of HRI.
• Committed to providing excellent service in a fast-paced environment.
• Highly organized, systematic, proactive and detail oriented.
• Sound decision-making and evaluative skills.
• Ability to effectively use computer hardware, remote presentation platforms, and AV equipment.
• Software proficiency with MS Office Suite and related databases.
  
  

Appointment InformationThis is a 100% full-time Civil Service 5009 - Events Administrator Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The budgeted salary range for the position is $70,000 to $85,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.Application Procedures & Deadline InformationApplications must be received by 6:00 pm (Central Time) on Friday, April 18, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting and upload a cover letter, resume, and names/contact information (including phone number and email address) for three professional references. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact Leslie Lewin Reinhart at 217-333-0034. For questions regarding the application process, please contact 217-333-2137.The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.Requisition ID: 1029898

Job Category: Professional and Administrative

Apply at: https://jobs.illinois.edu