Events Coordinator - Civil and Environmental Engineering at University of Illinois in Urbana, Illinois

Job Description:

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 Event Coordinator position. This position is responsible for providing coordination and support for research conferences and events, business operations, and marketing 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 the annual Railroad Environmental Conference including:


• reviewing research abstract submissions from conference presenters and coordinating committee review


• developing logistics for conference technical program and industry exhibitor sessions


• overseeing online registrations for exhibitors and supporters


• drafting conference programs


• coordinating conference registrations


• securing meeting space and catering.


• Oversee and plan the biannual International Crosstie and Fastening System Symposium and the annual Railroad Engineering Short Course.


• Assist with the William W. Hay Railroad Engineering Seminar including developing marketing materials and managing the remote attendees during the live seminars.


• Effectively communicate with various stakeholders involved with the conference including faculty, external planning committee members, exhibitors, sponsors, attendees, and vendors.


• Manage hotel blocks for conferences with hotel representatives and attendees.


• Design and implement the mobile conference app content through Cvent platform.


• Ensure successful execution of conferences including attendee management, catering oversight, and venue and technical setup with all applicable vendors.


• Organize sponsored project events, e.g. Annual Meetings, etc.


Business Operations:


• Assists with travel and purchase requests related to research and education activities for RailTEC faculty, staff, students, and researchers.


• Creates agendas and notes from RailTEC and NURail CoE meetings.


• Assists with communications and reporting for federal and state agencies, other sponsors, and industry and academic partners.


• Enter RailTEC graduate and undergraduate funding appointments into the portal.


• Serve as a point of contact for RailTEC faculty, staff, students, and researchers.


Marketing and Communications:


• Create RailTEC promotional activities including the production, editing, graphic design, layout, and distribution of print and digital materials.


• Assist with the maintenance of RailTEC and NURail CoE websites.


Other:


• Assume additional related duties to further the mission of RailTEC.



Minimum 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)

Knowledge, Skills and Abilities:



• Chrome River 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 Events Coordinator position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Events Coordinator classification is $40,345.50 ($20.69/hour). 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 April 14, 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: 1029661
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu
Apply Now