Senior Events Coordinator

Civil and Environmental Engineering

The Grainger College of Engineering

University of Illinois Urbana-Champaign

The Civil and Environmental Engineering department in The Grainger College of Engineering seeks applicants for a Senior Event Coordinator position. This position is responsible for providing management, support and execution of various conferences and events, along with administrative and marketing support for the Rail Transportation and Engineering Center (RailTEC) and the National University Rail Center of Excellence (NURail CoE) in the Department of Civil and Environmental Engineering (CEE) at the University of Illinois Urbana-Champaign.

Duties and Responsibilities:

Conference and Event Management:

• Manage annual and biannual conferences and events including:
• Developing and overseeing the relational database system, Cvent, which includes the registration process, email communications, speaker resource center, conference mobile app, reports, and other applications.
• Effectively communicate with various stakeholders involved with the conference including faculty, external planning committee members, exhibitors, sponsors, attendees, and vendors.
• Organize proposed presentations, coordinate planning committee review, and develop logistics for conference technical program.
• Design and create conference programs.
• Maintain conference websites.
• Secure and manage meeting space, hotel blocks, and catering.
• Oversee onsite logistics to ensure successful execution of conferences.

Track revenue and expense activity to ensure costs align with conference budgets.

• Organize virtual short courses including the advertisement of the courses, managing the registration system, distributing course materials, and managing communications with registrants and prospective registrants.
• Plan hybrid seminar series which includes identifying and securing speakers, developing marketing materials, overseeing student workers, coordinating the logistics of the seminar, and managing the remote attendees during the live seminars.
• Plan, develop, and execute programs for RailTEC’s annual alumni and sponsor dinners at various conferences.
• Organize sponsored project events, e.g. Annual Meetings, etc.
  

Administrative Support:

• Manage Travel Card (T-Card) purchases and reimbursement requests for RailTEC faculty, staff, students, and visitors including travel arrangements, registrations, and business meals, including the reconciliation of reports in the University system.
• Process purchase requests related to RailTEC research and education activities through the appropriate procurement process including Purchasing Card (P-Card) and Purchasing Portal.
• Creates agendas and notes for RailTEC and NURail CoE recurring meetings.
• Enter RailTEC graduate and undergraduate funding appointments into the portal.
• Serve as a point of contact for RailTEC faculty, staff, students, and researchers.
• Support the development of sponsored project reports through data collection and proofing materials for quarterly center reports, annual center reports, mid-term project reports, and final project reports.
• Assist with communications between federal and state agencies, other sponsors, and industry and academic partners.
• Facilitate sponsored programs proposal development.

Marketing and Communications:

• Develop content for RailTEC’s social media accounts to engage our followers and publicize our various research, educational, and outreach activities.
• Write content and help with the maintenance of RailTEC and NURail CoE websites.
• Assist with the development of RailTEC promotional materials including the production, editing, graphic design, layout, and distribution of print and digital material.
• Support the Assistant Director of RailTEC Operations in executing the Industry Stakeholders Partnership Program (ISPP) including support for members’ benefits, soliciting memberships, and developing marketing/informational materials.

Assume additional related duties to further the mission of the department

Minimum Qualifications:

• High School graduation or equivalent.
• Any combination totaling four (4) years (48 months) from the following categories:
• Progressively more professional work experience in event coordination.
• College course work in any discipline, as measured by the following conversion table or its proportional equivalent:
• 60 semester hours equals one (1) year (12 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours equals three (3) years (36 months)

Preferred Qualifications:

• One year of professional work experience in event management, communications, or administrative position.
  

Knowledge, Skills and Abilities:

• Emburse Enterprise Expense Reporting
• Excellent interpersonal, communication and organization skills.
• Ability to work quickly, accurately, and with minimal supervision.
• Ability to thrive in a team environment and actively contribute to the team’s success.
• Proficiency in Microsoft Office software, Google Drive, the operation of personal computer equipment, and the use of university electronic systems.
• Experience in Cvent Event Management Software, including registration records, exhibitor portal, and attendee hub maintenance.
• Familiarity with Adobe Creative Suite and WordPress.
• Confidence in learning new software.

APPOINTMENT INFORMATION

This is a full-time exempt Civil Service Senior Events Coordinator position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. The budgeted salary range for this position is $55,000- $65,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy. Sponsorship for work authorization is not available for this position.

APPLICATION PROCEDURES AND DEADLINE INFORMATION

Applications must be received by 6:00 pm (CST) on July 8, 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. Please upload your cover letter, resume, and names/contact information for three references. 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 Stacie Mertes, smertes@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 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: 1030987
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu