Events Specialist

27967BR

Chancellor's Office

Position Overview

The Events Specialist serves as the lead planner for events hosted by the Chancellor, Chancellors Office, Government Relations Team and events held at the Chancellors Residence - working with and as directed by the Vice Chancellor for Strategic Initiatives/Chancellors Chief of Staff. This position serves as the main point of contact for facilities and operations related to any maintenance or service projects in The Outlook, the Chancellors Residence. This role provides office coordination and administrative support for the Jayhawk Community Partners/Jayhawk Hospitality teams.

This position interacts with and exchanges information (sometimes sensitive, complex and/or confidential) with visitors of varying backgrounds and temperaments in a friendly and courteous manner using tact, patience, and discretion. Visitors can include Board of Regents officials, State Officials / Legislators, Federal Delegation, corporate officials, alumni, University officials, faculty, students, parents, the general public and the media. They understand and are aware of the various projects currently being conducted in the office and the organization and workings of the University.

This person works closely with and provides back-up administrative support for other office staff and enjoys being part of a team environment. This role collaborates with executive suite colleagues and additional University partners to assist with correspondence, special projects and University-wide events. This role offices in 230 Strong Hall and reports to the Assistant Chief of Staff / Chancellors Executive Associate.

Job Description

45% Event Coordination

• Working with the Vice Chancellor for Strategic Initiatives / Chancellor’s Chief of Staff, serve as event coordinator for the Chancellor’s Office and Chancellor’s Residence – including Holiday Events, Faculty Receptions, Farewell / Retirement Receptions, Kansas Board of Regents Campus Visits, etc.
• Working with the Assistant Vice Chancellors of State and Federal Relations, serve as event support for Government Relations events – including Chancellor’s Capitol Hill Reception, Sunflower Showdown Receptions, Legislative Spouses Tour, KU Statehouse events, and other events as needed.
• Handle invitations and responses for Chancellor’s attendees of the OneTeam (Chancellor’s Office, Kansas Athletics, KU Alumni, KU Endowment) tailgate events.
• Assist KU Alumni Association with joint quarterly events held for KU Faculty and Staff.
• Responsible for organizing guests lists, updating spreadsheets, sending invitations, and tracking responses.  Utilize Qualtrics to gather basic attendee information such as contact info, dietary restrictions/allergies, and accommodation needs.
• Book event spaces, conference rooms, catering, and parking reservations.
• Create name tags, table tents, labels; print menus; and purchase decorations.
• Oversee day-of event coordination, receive guests upon arrival, host guests during event, and ensure post-event clean up.
• Manage the ‘Chancellor Events’ departmental inbox, including fielding inquiries.

• Provide administrative support and office coordination for the Jayhawk Community Partners / Jayhawk Hospitality teams. Duties include but are not limited to calendaring, arranging travel, completing reimbursement forms, placing orders, responding to phone or email inquiries or correspondence, arranging meetings, and planning and executing special events.
• Assist with coordinating and distributing communications for events, meetings or other activities utilizing e-mail, special mailings, etc.
• Assist with special projects to prepare and disseminate documents, reports, assembling materials/packets, copying, tracking activities, etc. Utilize Microsoft Office Teams and SharePoint for document sharing as appropriate to manage projects.
• Submit and follow up on work orders for building maintenance and special requests. Maintain office equipment as appropriate and ensure supplies are ordered, received and available for use.
• Work with the Shared Service Center in processing and billing of orders, reimbursements or issuing payments for outside guests/speakers.

• Serve as main point of contact and manager of The Outlook, the Chancellor’s on campus residence. 
• Working with the Chancellor’s family, campus departments and external vendors, coordinate and oversee routine maintenance and cleaning, and address any unexpected issues or repair.
• Serve as host of the residence during events.

• Provides reception and phone coverage for the Chancellor's Office (i.e., responding to emails, inquiries, greeting guests).
• Provides, as needed, administrative support in the absence of other staff members.
• Assists with University-level annual and one-time events, including but not limited to Commencement.
• Other duties as assigned.

Required Qualifications

Preferred Qualifications

Contact Information to Applicants

Jana Collins
[email protected]

Additional Candidate Instruction

A complete application includes:

Advertised Salary Range

Starts at $42,000

Application Review Begins

07-Jun-2024

Anticipated Start Date

01-Jul-2024

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Work Schedule

Monday - Friday, 8am - 5pm

Job Family

Public Affairs-KUL

Conditions of Employment

Serve at the Pleasure

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.