Administrative Event Coordinator

University of Kansas, United States

Updated: 13 days ago
Location: Lawrence, KANSAS

27500BR

History


Position Overview

The Administrative Event Coordinator of the Western History Association provides high-level administrative support to the Executive Director of the organization. This position plays a crucial role in managing the organization’s operations and coordinating with the Director on the WHA’s calendar of events. Located in KU’s History Department, the individual in the position will administer financial record keeping (for deposits, invoices, and account reconciliation), communications (with members, officers, committees, and vendors), conference planning, website management, basic graphic design, tracking supplies and inventory, and coordinating the supervision of graduate student staff members. The individual in this position will oversee management systems and applications (Asana, Wild Apricot, G-Suite, Canva, QuickBooks) to maintain efficient operations for the organization. The position requires travel in the spring (3-4 days) and fall (7 days) in various locations throughout the United States. Preparations for and work performed at the annual conference requires sitting, standing, walking, moving, and carrying boxes and other event supplies. For more information about the WHA please visit the organization’s website: www.westernhistory.org .


Job Description

40% - Administrative Management
The WHA Administrative Event Coordinator must have advanced organization skills for managing the daily activities of the WHA office.  This includes, but is not limited to:

  • membership and financial record-keeping
  • effective communication via email and phone
  • graduate student assistant supervisor
  • membership database maintenance
  • basic website administration and some social media maintenance

40% - Event and Project Coordination

The WHA Administrative Event Coordinator must have the ability to facilitate the planning  for the WHA's annual conference held each October.  This includes, but is not limited to:

  • coordinating conference attendees and graduate student staff
  • scheduling with vendors
  • managing the organization's awards and conference supplies
  • overseeing registration and processing payments
  • effective communication with hotel staff and other vendors.

20% - Director/Operational Support and other duties

  • calendar management and scheduling
  • maintaining access to association's policies and best practices
  • assisting leadership with WHA business operations.

Position Requirements

Monday-Friday
Hours are 8 to 5
On-site at the Lawrence campus, with the possibility of remote work after 6 months of employment in position.


Required Qualifications

  • Bachelor's degree and one year of related experience (i.e., administrative, office or event planning)
  • Prior work experience that required organizational skills, strong oral and written communication skills, and the ability to work independently and as part of a team.
  • Previous work experience that required a high degree of computer literacy (i.e., Microsoft Office Suite, website and/or design application like Adobe Creative Cloud)

    • Preferred Qualifications

  • Bachelor's degree with a minimum of three years of work experience.
  • Prior work experience utilizing Quick Books/QuickBooks online.
  • Familiarity with and ability to develop social media skills and social media scheduling platforms.

    • Contact Information to Applicants

    Prof. Elaine Nelson
    WHA Executive Director
    [email protected]


    Additional Candidate Instruction

    Please apply online with the following information:

  • A cover letter addressing how the required and preferred qualifications are met and a summary of specific examples of previous work experience.
  • A resume or curriculum vitae
  • A contact list of three professional references.

    • Candidates who are interviewed may be asked to submit examples of written work, design projects or professional social media experience.

    Initial review of the applications will begin April 8, 2024 and will continue until a pool of qualified applications has been obtained.


    Advertised Salary Range

    $50,000 minimum


    Application Review Begins

    08-Apr-2024


    Anticipated Start Date

    22-Apr-2024


    Primary Campus

    University of Kansas Lawrence Campus


    Employee Class

    U-Unclassified Professional Staff


    Work Schedule

    Monday-Friday, 8-5
    Onsite-Lawrence Campus


    Job Family

    Public Affairs-KUL


    Work Location Assignment

    On-Site


    Disclaimer

    The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.


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