Events Coordinator - Carl R. Woese Institute for Genomic Biology
<span style="font-family: Arial"><h2 style="text-align: center">Events Coordinator - Carl R. Woese Institute for Genomic Biology</h2><h3 style="text-align: center">Carl R. Woese Institute for Genomic Biology</h3>The Carl R. Woese Institute for Genomic Biology (IGB) isan interdisciplinary research institute at the University of IllinoisUrbana-Champaign, built on a team-science approach. Its mission is to advancelife sciences research, engage the public in understanding the impact ofgenomic discoveries, and foster bioeconomic development across Illinois. IGBresearchers lead groundbreaking genomic studies that tackle critical societalchallenges in food security, energy, health, technology, and environmental sustainability.The institute’s administrative infrastructure is designed to support dynamicresearch themes, enabling them to evolve with emerging discoveries, innovativemethods, and changing needs.<br><br><h4>Job Summary</h4>The Event Coordinator is responsible for planning and on-site execution of institute-hosted events. With strategic direction from the Administrative Assistant, this position will work closely and collaborate with Director's Office and the Events Team. Provide administrative support as needed at the direction of the Administrative Assistant.<h4>Duties & Responsibilities</h4><ul><li>Event Coordination and Management <br>• Coordinate all event logistics for assigned events, either independently or as part of a shared planning committee. Events may occur off-site and occasionally require out-of-town travel; attend events as needed.<br>• Manage project timelines for multiple events simultaneously, ensuring reservation, payment/contract, and other deadlines are met. Facilitate approvals from senior staff as needed and communicate any unavoidable delays or issues promptly.<br>• Serve as the primary contact for most events, greeting guests when appropriate, ensuring events run smoothly, and exercising independent judgment to resolve issues. Responsibilities may be shared with or delegated to other staff on an event-by-event basis.<br>• Collaborate with the supervisor, Director’s Office, and Communications team to determine event audiences, invitations, promotional strategies, and other logistical needs.<br>• Correspond with presenters, speakers, invited guests, and attendees to address event-related inquiries.<br>• Ensure compliance with all relevant university and institute policies related to events.<br>• Manage event budgets, coordinate necessary payments, and track expenses and receipts for reconciliation.<br>• Serve as a liaison to coordinate logistics—including agendas, travel, and catering—by working with campus administrators, principal investigators, peer universities, and external organizations.<br>• Advise and assist research themes with smaller events targeting specialized audiences.<br>• Attend and lead planning meetings as appropriate.</li><li>Operational Support <br>• Manage day-to-day administrative workflow, including complex calendar coordination. Exercise independent judgment to prioritize tasks, manage deadlines, and organize meeting communications.<br>• Purchase supplies, travel, food, and other items using university TCard and PCard systems, ensuring proper documentation and reconciliation.<br>• Process purchase order requests for supplies, equipment, and services, including submitting requisitions, obtaining and reviewing quotes, and initiating purchase orders.<br>• Manage recurring purchase orders, including renewals, approvals, or cancellations.<br>• Resolve purchase order and invoicing issues by reviewing documentation and coordinating with vendors, campus purchasing, and university payables to ensure timely payment.<br>• Provide additional administrative support and assist the Administrative Assistant with other duties as assigned.<br><br></li></ul><br><h4>Additional Physical Demands</h4>Physical Requirements: The work involves sitting and standing for prolonged periods. Position may require work outside of standard business hours, including early mornings, evenings, and/or weekends.<br><br>Work Environment: The employee works in an open office which is frequently visited by faculty, graduate and undergraduate students requiring help or information, fellow non-academic employees from various floors who also need help or information, and occasionally the public needing assistance. Complicated and stressful situations are often encountered.<br><h4>Minimum Qualifications</h4><p>1. High School graduation or equivalent.<br>2. Any combination totaling two (2) years (24 months) from the following categories:<br> A. Professional work experience in event coordination.<br> B. College course work in any discipline, as measured by the following conversion table or its proportional equivalent:</p><ul><li>60 semester hours equals one (1) year (12 months)</li><li>90 semester hours equals two (2) years (24 months)</li></ul><h4> Preferred Qualifications</h4><p>•Familiarity with or experience in a university setting particularly within the or similar areas.<br><br>•Proven ability to collaborate effectively with people from a wide range of backgrounds and experiences, and with a variety of units and clients on a college or university campus.<br><br>•Demonstrated events organization/arrangement experience.<br><br>•Familiarity with the University of Illinois campus and business functions.<br><br>•Experience tracking and monitoring financial information and documentation.<br><br>•Experience with program, project and/or event coordination and/or planning.<br><br>•Experience with presentation technology.<br><br></p><h4>Knowledge, Skills and Abilities</h4><ul><li>Exceptional organizational skills and attention to detail with strong decision-making and evaluative abilities.</li><li>Knowledge of project management principles and proficiency in MS Office Suite, related databases, AV Technology, and remote presentation platforms.</li><li>Ability to learn and operate effectively in software used or added within the position.</li><li>Skilled in communication, relationship-building, public speaking, leadership, conflict resolution and customer service.</li><li>Demonstrated professionalism in a fast-paced environment with changing priorities and minimal supervision.</li><li>Flexibility availability with schedule to attend all applicable events, including evenings and occasional weekends.</li><li>Ability to identify complex problems and review related information to evaluate and recommend options and solutions.</li><li>Ability to work collaboratively and communicate effectively with groups of people from all backgrounds.</li><li>Ability to work independently and effectively organizes and prioritize multiple tasks.</li><li>Ability to analyze guidelines, procedures, and systems to implement plans to prioritize, organize, and accomplish tasks.</li><li>Tact, discretion, and careful regard for confidentiality are essential.</li></ul><h4>Appointment Information</h4><p>This is a 100% full-time Civil Service 0101 - Events Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after 4/20/2026. The salary range for this position is $50,000 to $60,000. We strive to provide a competitive salary, considering factors such as available market data, internal equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. The final salary offer will be determined through a thorough assessment of these elements. This position is not eligible for any type of sponsorship for work authorization. <br><br>For more information on Civil Service classifications, please visit the SUCSS web site at <a href="https://www.sucss.illinois.gov/pages/classspec/default.aspx" target="_blank">https://www.sucss.illinois.gov/pages/classspec/default.aspx</a>.</p><h4>Application Procedures & Deadline Information</h4><p>Applications must be received by 6:00 pm (Central Time) on April 5, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Jana Lenz at janalenz@illinois.edu. For questions regarding the application process, please contact 217-333-2137.</p><p>At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — <strong>every staff member helps shape what’s next</strong>. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.</p><p><a href="https://makeitcu.com/" title="https://makeitcu.com/">Champaign-Urbana</a></p><p><em>Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.</em></p><p id="benefitStatement">This position is intended to be <a href="https://go.illinois.edu/workatillinois">eligible for benefits</a>. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.</p><hr><p align="center">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 <a href="https://go.uillinois.edu/noticesandposters" target="_blank">Required Employment Notices and Posters</a> to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through <a href="https://www.e-verify.gov/sites/default/files/everify/posters/EVerifyParticipationPoster.pdf" target="_blank">E-Verify</a>.</p><p align="center">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 <a href="http://go.illinois.edu/accommodationportal" title="http://go.illinois.edu/accommodationportal">reasonable accommodation portal</a>, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or <a title="mailto:accessibility@illinois.edu">accessibility@illinois.edu</a>.</p><hr><p><strong>Requisition ID</strong>: 1035619<br><strong>Job Category</strong>: Professional and Administrative<br><strong>Apply at:</strong> <a href="https://jobs.illinois.edu">https://jobs.illinois.edu</a></p><a name="HEJobs" type="hidden" value="No"></a><a name="Billing_Name" type="hidden" value=""></a><a name="Billing_Email" type="hidden" value=""></a></span>
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