Illinois 4-H Events & Communications Coordinator

University of Illinois Extension, State 4-H Office

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Job Summary

Plays a crucial role in the Illinois 4-H program by coordinating and managing a variety of events and conferences that enhance the educational experiences and outreach initiatives of the organization. This position requires strong organizational skills, the ability to build relationships with diverse stakeholders, and a commitment to fostering a positive environment for youth development. While this position primarily serves University of Illinois Extension, State 4-H Office, this position is one of several Event Coordinator and/or event(s) planning, managing, coordinating, and organizing related positions for Illinois Extension. As such, this position will also be responsive to other duties that may be assigned from time to time, and which fall outside of specific 4-H-related services, to meet the broader University of Illinois Extension mission, goals, and objectives. Further, when University of Illinois Extension administration is located in the Doris Kelley Christopher Illinois Extension Center, duties of this position may be reassigned as needed to meet the needs of central Illinois Extension.

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.

Additional Physical Demands

To perform the functions of this position, the employee will be required to perform work both within an office and outside in the communities that are served and must have the capability to travel from one location to the other in a timely fashion. Employee is responsible for securing personal transportation. A valid driver’s license is preferred. Some work will be required during evenings and/or weekends. When working, the employee may be exposed to a variety of environmental factors to include, but not limited to, hot or cold weather, exposure to noise and allergens, and uneven ground. In performing the functions of this position, the employee may be subjected to various mental and physical demands as well to include, but not limited to, independently traveling to and performing work at different locations, ability to move, transfer and/or transport items that may occasionally weigh up to forty (40) pounds and frequently weigh up to twenty (20) pounds, and twisting, pushing and pulling movements. More detailed information regarding the functions of this position (including the physical, mental, and environmental requirements of the position) may be obtained from Human Resources for the College of Agricultural, Consumer and Environmental Sciences (ACES) by contacting hr@aces.illinois.edu.

Minimum Qualifications

Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
One (1) year (12 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.
Based on position requirements, additional education, training, and/or work experience in the area of specialization inherent to the position, may be required.

Preferred Qualifications

Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
Experience in event planning and management, preferably in a non-profit or educational setting.
Experience working with youth organizations or programs, particularly in 4-H or similar environments.

Knowledge, Skills and Abilities

• Strong negotiation and budgeting skills.
• Excellent organizational and multitasking abilities.
• Exceptional communication and interpersonal skills.
• Ability to work collaboratively with diverse groups and stakeholders.
• Proficiency in using event management software and marketing tools.
• Familiarity with risk management practices in event planning.

Appointment Information

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. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. The budgeted salary range for the position is $45,000 to $67,000.

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 Information

Applications must be received by 6:00 pm (Central Time) on February 26, 2025. 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 skpttrsn@illinois.edu. 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 conducts criminal background checks on all job candidates upon acceptance of a contingent offer. The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver’s License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

Sponsorship for work authorization is not available for this position.

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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.

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Requisition ID: 1028625
Job Category: Off-Campus
Apply at: https://jobs.illinois.edu