Job Summary:

The UIC Venues and Events Department is seeking to hire an Events Coordinator.

The Event Coordinator is responsible for coordinating all operational activities pertaining to Event Management within and around the UIC Dorin Forum and Credit Union 1 Arena.

Student Affairs at UIC:

With over 600 staff members and 1,100 student employees, Student Affairs is comprised of 25 departments responsible for providing programs, services, and facilities that support student engagement, learning, and success.  Student Affairs recently embarked on a new plan driving the organization called Ignite 2025: The plan for student life at UIC.  The vision is to provide the premiere urban university student experience.

About UIC Venues and Events:

UIC Venues and Events operates as a full-service department to support all your event needs.  The Events Coordinator is the client’s point of contact for all departments to ensure a successful event at the UIC Dorin Forum and Credit Union 1 Arena from event conception through closing.  They will have excellent interpersonal skills as well as be able to effectively communicate with all departments within the University, clients, and the general public.  They will be fiscally responsible to the client while working with the client they will identify all needs including staffing, security, parking, vendors, and food service providers when applicable.  They will create a timeline and be on site from load in through load out.

About the University of Illinois at Chicago:

UIC is among the nation’s preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 31,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). In fall 2018, UIC enrollment reached 31,683 students making it the fourth year of record-breaking enrollment for the university. UIC currently has the strongest enrollment momentum in Illinois. Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. In fall 2019, UIC added its newest college Chicago’s John Marshall Law School becoming part of UIC. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. The university is in the midst of a $750 million campaign and recently released a campus master plan that will reimagine UIC’s campus.  Recent “Best Colleges” rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.

• Develop and implement facility preparation that include the following:
• A full event timeline for each event – includes facility set-up time, event load-in, door open time, event start time, event itinerary, event end time, event load-out time, event clean-up time.
• Estimate attendance
• Type of event (convention, meeting, graduation, banquet, etc.)
• All equipment needed for event and where/when it is needed
• Identify clients use of outside vendors and what services they will be providing and when they will arrive/depart
• Design specific event related building layout for use by client and operations staff.  Layout should include all equipment needed, where it is to be located with dimensions and distances marked on layout.
• Ensure all facility rules and regulations are being followed by client and vendors
• Act as liaison between client on production of events and production related issues.
• Maintain emergency procedures to ensure public safety for all events.
• Conduct safety inspections of the utilized space prior to every event.
• Assign student workers to proper positions for each event and ensure they are performing tasks they are assigned.
• Conduct daily building closure procedures ensuring all doors a proper locked and building is secure on event days and non-event days.
• Communicate event details with the UIC Venues & Events Operations teams to ensure all event details are understood with all necessary parties. 
• Provide detailed event reports for review at staff meetings.
• Generate final event closings for use in the settlement process.  These closings must be completed within 48 hours of an event completion. 
• Ensure that subcontractor’s invoices are submitted and accurately reflect work performed.
• Prepare post event report that recaps event. 
• Identify areas where staff performed well, and areas where improvement is needed. 
• Communicate with client to determine their level of satisfaction with venue.
• Be on site for assigned events to ensure event is occurring as planned. 
• Inspect the set-up for adherence to lay-out, ensure all equipment is operational, ensure all staff scheduled are present and posted properly, attend to last minute client changes/concerns, coordinate with client on door opening time, observe guest arrival and adjust staffing if delays are occurring, observe all staff to ensure they are doing the tasks assigned and take corrective measures if not, observe event for any potential hazards, observe event conclusion and ensure all guests exit the venue in a safe and orderly fashion, dismiss all staff and vendors at appropriate time.

Minimum Acceptable Qualifications:

1. High School graduation or equivalent.
2. Any combination totaling two (2) years (24 months) from the following categories:
   1. Professional work experience in event coordination.
   2. 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)

Preferred Qualifications:

• Knowledge of event planning, facility set-up and crowd control preferred.

To Apply: For fullest consideration, please complete an online application by clicking the Apply for Position button below.

Complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Complete the education, licensure, certification, and language sections.

You may upload a resume, cover letter, certifications, licensures, transcripts, and diplomas within the document section of your online application.

All civil service positions require an exam. The exam for this position is a credentials assessment. You will not be required to report in person for this exam.

Credential Assessment Exam Scoring Information:

You will not be required to report in person for this exam. The updated online application and all uploaded, relevant documents, such as a resume, college transcript, certifications and licensures will be used in the calculation of the exam score. These documents should be uploaded prior to the position close date.

When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any civil service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e., resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

For additional information regarding this position please contact Netiva James at njames@uic.edu.

If an application is not fully completed and submitted by the close date, the applicant will not be considered for this position.

For fullest consideration, the above-mentioned requirements must be submitted no later than Tuesday, June 29, 2022.

We appreciate your interest in employment at the University of Illinois at Chicago. For classifications that require a degree as part of the minimum qualifications, a degree verification will be required before any offers of employment are extended.

This position requires Illinois residency within 180 days of the hire date.

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.

University of Illinois faculty, staff and students are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable University processes.