Special Events Coordinator

Special Events

Job Summary

Duties & Responsibilities

• Event Coordination and Logistical Support
  • Assist with coordinating event logistics, including securing facilities, confirming venue details, and preparing set-up requirements in consultation with the Director.
  • Prepare draft guest lists and invitation workflows following established guidelines and protocols.
  • Assist in preparing event briefing materials and background information for the Chancellor and university leadership.
  • Obtain vendor quotes for services and supplies (catering, musicians, transportation, interpreters, printing, etc.) and prepare documentation required for purchasing approvals.
  • Maintain accurate records of event details, timelines, and updates using established office procedures.
  • Support on-site event coordination, including evenings, weekends, or occasional travel as needed.
  • Assist with accessibility and sustainability considerations by following office standards.
  • Support the use of event-related technology and tools to streamline processes and enhance user experience.
• Athletics Pre-Game Events and Premium Seating Support
  • Assist with coordinating logistics for athletics pre-game events and premium seating hosted by the Chancellor.
  • Maintain organized records of ticket requests; prepare and distribute tickets and parking passes while following NCAA compliance procedures.
  • Prepare standard communications for donors, alumni, and guests in response to inquiries relating to tickets and event details.
  • Gather quotes and prepare purchasing documentation for supplies and services needed for pre-game events.
  • Assist with on-site coordination of pre-game events and in premium seating areas during football and basketball games.
  • Complete post-event documentation and maintain accurate records of ticket use.
• Commencement Support
  • Participate in Commencement-related planning meetings and assist with assigned tasks.
  • Support liaison communication with unit convocation coordinators and other campus partners.
  • Obtain vendor information and prepare purchasing documentation for Commencement-related services and supplies.
  • Assist with on-site coordination during Commencement and related events.
• Communications and Administrative Support
  • Coordinate with office support staff on event-related tasks.
  • Draft routine correspondence for review by the Director or other administrators.
  • Update and maintain event-related information in the university’s donor database (TED) and other tracking systems.
  • Assist in communicating with donors, alumni, administrators, faculty, staff, students, legislators, volunteers, and community members during event preparation and execution.
  • Prepare or update event records, lists, and reports as assigned.
• Campus and Unit Coordination
  • Assist the Director in coordinating scheduling needs by gathering information on venue, vendor, and participant availability.
  • Follow established policies, protocol, and procedures when preparing event-related materials such as invitations and correspondence.
  • Maintain routine communication with campus units to track progress of event preparations.
  • Attend unit events as assigned to assist with on-site support.

Additional Physical Demands

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.

Preferred Qualifications

• Master’s degree in Business, Communications, Public Relations, or a related field.
• Familiarity with the University of Illinois Urbana-Champaign.
• Experience with donor or event management systems (e.g., TED).
• Familiarity with event registration or event management software.

Knowledge, Skills and Abilities

• Ability to represent the Office of the Chancellor in a professional and courteous manner.
• Strong interpersonal and written communication skills.
• Ability to work effectively under multiple deadlines and manage several tasks simultaneously.
• Flexibility, reliability, and strong teamwork skills.
• Ability to interact positively with diverse groups including university officials, alumni, donors, community leaders, volunteers, local entities, and students.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Appointment Information

This is a 100% full-time Civil Service 5009 – Events Administrator Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the closing date. The budgeted salary range for this position is $50,000 - $65,000. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.

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 (CST) on Sunday, December 7, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references, three professional writing samples that demonstrate ability to create compelling content (actual documents or links are both acceptable). 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. Please note Immigration sponsorship is not available for this position, and this position requires residency in the state of Illinois within 6 months of hire. For further information about this specific position, please contact Pam Steele pamw@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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: 1033857
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu