Interseminars Project Coordinator - Humanities Research Institute at University of Illinois in Urbana, Illinois

Job Description:

Interseminars Project Coordinator - Humanities Research Institute



This position may be eligible for a hybrid or remote work arrangement dependent with unit operational needs.


This position is not eligible for immigration sponsorship.

As one of the nation's leading research institutions, the University of Illinois Urbana-Champaign has been shaping the future since 1867. Our research enterprise drives student experiences and community engagement, powering innovation and positive change locally, nationally, and globally.
The Humanities Research Institute fosters interdisciplinary study in the humanities, arts, and social sciences at the University of Illinois Urbana-Champaign. A vibrant hub for humanities activity on campus, HRI convenes distinguished scholars from around the world, supports Illinois faculty and graduate student research through fellowships and a bimonthly seminar, cultivates collaborative faculty driven initiatives through its Research Clusters, hosts multi-million-dollar external foundation grants, and awards prizes recognizing excellence in faculty and student humanities research.



Job Summary

Support the work of the Humanities Research Institute's Mellon-funded Interseminars (IS) Initiative through program coordination, scheduling, logistics, communication, research, and related processing duties. Aids the grant PIs and Steering Committee Chairs in the execution of current grant activities and planning for future ones.



Duties & Responsibilities

• Program Coordination and Planning:
  
  
  • Coordinate and serve as point of contact for visiting speakers' visits and other public events, including
    • Managing invitations
    
    
    • Organizing travel arrangements
    
    
    • Obtaining bios, headshots, and permissions
    
    
    • Overseeing financial paperwork
    
    
    • Preparing draft itineraries
    
    
    • Circulating final itinerary to visitors, grad fellows, and faculty conveners
    
    
    • Securing room reservations
    
    
    • Overseeing event prep including coordinating with HRI staff on comms, tech and any recording needs, food orders, and all aspects of event planning and execution
    
    
    • Set deadline and schedule reminders
    
    
    • Facilitate and attend IS public events, taking notes as needed
    
    
    
    
  • Coordinate next faculty cohort and graduate fellowship call for applications and selection for next IS project including
    • Developing and finalizing materials with faculty Steering Committee and faculty
    
    
    • Coordinating distribution and publicity of faculty and graduate call for proposals
    
    
    • Scheduling, publicizing, and planning info sessions
    
    
    • Answering questions from potential applicants
    
    
    • Organizing applications for Steering committee and faculty review
    
    
    • Drafting acceptance letters for approval and sending
    
    
    
    
  • Coordinate graduate fellows and fellowships, including
    • Overseeing the fellowship call and selection process as above
    
    
    • Coordinating with conveners' departments for setting up classes
    
    
    • Communicating rules and procedures to fellows about courses, research funds, travel, handbook and updates
    
    
    • Collect information for Business and Finance manager and HR to initiate fellowship processing
    
    
    
    
  
  
  
  
• Meeting Coordination and Scheduling:
  • Plan agenda for and attend regular meetings and check-ins of Interseminars admin staff, Steering Committee, IS faculty conveners, and HRI-IS staff check-ins
  • Coordinate schedules, including
    • Setting meeting (calendar invites, Zoom link)
    
    
    • Sending reminders
    
    
    • Developing agendas
    
    
    • Organizing tech set up in room for hybrid meetings
    
    
    • Notetaking during meeting
    
    
    
    
  
  
  
  
• Project Support:
  • Use University travel card to arrange travel, lodging, catering, and meals as needed for project activities
  • Execute Chrome River processing for Interseminars events and project purchases (travel, hotel, catering, supplies), including reimbursements for conveners, fellows, and invited guests
  • Solicit information for and initiate honorarium paperwork and processing
  • Serve as liaison between fellows requesting purchase support and HRI grant management staff
  
  
  
  
• Grant Assessment and Future Planning:
  • Research issues related to interdisciplinary graduate education
  • Provide research and copyediting support for publications by Steering Committee members related to Interseminars
  • Organize and manage Interseminars archive
  
  
  
  
• Other duties as assigned:
  
  
  • Provide administrative support for Interseminars steering committee chairs via duties as assigned
  
  
  
  

Additional Physical Demands

Occasional evenings and weekend hours as dictated by Interseminars event calendar. Light lifting in preparation for Interseminars events.



Minimum Qualifications

• Bachelor's degree
• A total of one (1) year (12 months) in education, training and/or work experience in the area of project and/or program management
• Demonstrated experience in administrative support, including project management, grant management, event coordination, and/or program coordination

Preferred Qualifications

• Bachelor's degree in a humanities (or related) discipline
• Graduate degree in a humanities discipline
• Experience working in a university/higher education setting

Knowledge, Skills and Abilities

• Excellent organizational skills, with the capability to manage multiple projects under time constraints
• Excellent verbal and written communication skills
• Ability to work proactively, both collaboratively and independently
• Skill in scheduling events, programs, and activities a well as the work of others
• Ability to train on and adapt to new applications/software
• Working knowledge of Microsoft Office

Appointment Information


This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The budgeted salary range for the position is $60,000 to $65,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.


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 Monday, December 2, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting and upload a cover letter, resume, and names/contact information (including phone number and email address) for three professional references. Applications not submitted through https://jobs.illinois.edu will not be considered. For further information about this specific position, please contact Leslie Lewin Reinhart at 217-333-0034. For questions regarding the application process, please contact 217-333-2137.

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: 1027120
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu


Apply Now