Event Services Coordinator at Indiana University in Indianapolis, Indiana

Job Description:

Department



DEAN MED PROFESSIONAL DEV (IN-DMPD-IUINA)



Department Information



Are you passionate about creating impactful experiences and fostering a vibrant community? The Faculty Affairs and Professional Development (FAPD) team at the IU School of Medicine is looking for an enthusiastic Event Services Coordinator to play a pivotal role in our mission.


In this position, you'll be at the heart of planning, coordinating, and executing the New Provider and Faculty Orientation (NPFO) for both Indiana University School of Medicine (IUSM) and Indiana University Health Physicians (IUHP). Each year, you'll have the rewarding opportunity to welcome hundreds of new providers and faculty, setting the stage for their success. Beyond NPFO, you'll also provide essential administrative support for various FAPD activities, all aimed at enhancing faculty wellness and engagement.



Why Join Us?

• 
  Be Part of a National Leader: FAPD is renowned for its excellence in faculty affairs and professional development. Our vision is to cultivate a vibrant, diverse community where every faculty member can achieve their career goals and contribute meaningfully to our institution's mission.


• 
  Impact Thousands: We support over 7,600 faculty members across Indiana, contributing to teaching, research, and clinical care. Your work will directly influence the success and well-being of our faculty.


• 
  Innovative Programs and Events: You'll help design and deliver a wide range of programs and events that train and educate visionary leaders, promoting faculty vitality and diversity. Our learning experiences empower faculty to reach their highest potential as educators, investigators, and clinicians.


• 
  Commitment to Diversity, Equity, and Inclusion: As the nation's largest medical school, IUSM is dedicated to reflecting the diversity of our learners and the patient populations we serve. We actively pursue values of diversity, equity, and inclusion, striving to create equitable opportunities for all.

Job Summary



Department-Specific Responsibilities

• Coordinates with all IUHP/IUSM department administrators to prepare a 5-day orientation schedule for new faculty and advanced practice providers.


• Oversees logistics, including room scheduling, preparing tailored attendee materials, securing catering, selecting dates, coordinating speakers, and preparing event materials.


• Identifies and implements best practices by leveraging literature, program evaluations, stakeholder feedback, and monitoring evaluation results to communicate and implement program changes.


• Monitors the budget and process fiscal transactions.


• Provides administrative support for other FAPD activities that focus on faculty wellness and engagement.


• Serves as a back-up for the FAPD Events Manager.


• Performs other duties as assigned.

General Responsibilities

• Coordinates basic and increasingly more complex design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.


• Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated budget, specifications, policies, and standard procedures.


• Answers guest and customer calls and emails and provides information related to event services.


• Maintains files, documents, calendars, and event-related correspondence records. Maintains mailing lists and may help with printing and distribution of event marketing materials.


• Assists in the setup of meeting or conference spaces; may delegate setup tasks to Set-Up Coordinator(s) depending on event size/scope.


• May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity.


• May address urgent or escalated issues, escalating to supervisor as needed.


• May provide guidance to lower-level Event Services Coordinators; may make process recommendations to supervisor for increased operational efficiency.

Qualifications



Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.


EDUCATION



Required

• High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE



Required

• 4 years of experience in events, customer service, administrative, or related field

Preferred

• Experience planning and executing meetings, programs, and other events


• 2 years of event management, hospitality or administrative office experience


• Experience in a higher education or healthcare setting

SKILLS



Required

• Proficient communication skills


• Maintains a high degree of professionalism


• Demonstrated time management and priority setting skills


• Demonstrates a high commitment to quality


• Possesses flexibility to work in a fast paced, dynamic environment


• Highly thorough and dependable


• Possesses a high degree of initiative


• Ability to build strong customer relationships

Preferred

• Excellent interpersonal skills


• Proficient with web-based technology and Microsoft 365


• Strong organizational skills

Working Conditions / Demands



This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.



Additional Information



$47,000 - $52,000 per year based on experience, skills, and qualifications.



Work Location



Indianapolis, Indiana



Benefits Overview



For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance


• Dental insurance


• Health Savings Account with generous IU contribution


• Life insurance, LTD, and AD&D options


• Base retirement plan contribution from IU, subject to vesting


• Additional supplemental retirement plan options


• Tuition benefit for IU classes


• 10 paid holidays per year


• Generous Paid Time Off


• Paid Parental Leave


• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.



Job Classification



Career Level: Mastery


FLSA: Nonexempt


Job Function: Operations


Job Family: Events
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Posting Disclaimer



This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.


If you wish to include a cover letter, you may include it with your resume when uploading attachments.



Equal Employment Opportunity



Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.



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