Lead Events Coordinator
Lead Events Coordinator
Posted on :
24-07-2025
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1 Vacancy
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Job Description
Job Description
45% Event Planning & Coordination: Plan coordinate and monitor event workflows and deliverables to support center and program work. Examples of work performed may include:
5% Other duties as assigned.
Disclaimer
The University of Kansas prohibits discrimination on the basis of race color ethnicity religion sex national origin age ancestry disability status as a veteran sexual orientation marital status parental status gender identity gender expression and genetic information in the universitys programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.
Work Schedule
40 hours/week Monday-Friday 8 am-5 pm
Contact Information to Applicants
ATLAS HR
Position Overview
Accessible Teaching Learning and Assessment Systems (ATLAS) a research center at the University of Kansas (KU) is seeking a Lead Events Coordinator to support events sponsored by ATLAS teams and projects. This position will have responsibility in the Business Operations resource area for coordinating with cross-functional teams to gather and manage events requirements develop event plans implement all parts of the plan (e.g. recruitment communication catering vendor relations multimedia requirements). The Lead Events Coordinator will lead a small team responsible for on-site and virtual events of various sizes.
ATLAS promotes learning and improved outcomes for all students with a focus on students with disabilities and struggling learners. ATLAS creates technology-based learning and assessment systemsthat are accessible and academically rigorous. Dynamic research on skill development assessment design and teacher professional development informs the centers map-based learning systems.
With a diverse portfolio of grant-funded research projects and operational alternate assessments ATLAS is a leader in educational research and innovation. ATLAS drives progress through partnerships and collaborations with organizations that share its focus and commitment.
ATLAS is committed to creating policies and practices that foster a culture in which all employees feel they belong and can succeed.
Visit the ATLAS website to learn how the center improves the learning landscape for all students.
KU employees have great benefits!
KUs excellence is a result of the rich tapestry of experiences perspectives and backgrounds of our faculty staff students and colleagues from across our nation and the globe. At KU we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each others success. We foster a culture of care where each person is valued. When people feel a true sense of belonging we believe they are better able to reach their full potential and achieve remarkable things.
The successful candidate must be eligible to work in the U.S. by the effective date of the appointment.
KU is not able to provide H-1B sponsorship for this position.
Additional Candidate Instruction
A complete application consists of:
Application review begins Monday July 28th. For consideration please apply no later than Sunday July 27th.
Position Requirements
Depending on the center and team needs well qualified candidates may be allowed a work location that is hybrid or remote. This position will be required to travel to Lawrence and/or other locations occasionally. This position will require attendance at regularly scheduled meetings onsite or through telecommunication platforms.
Due to complex state employment laws the University of Kansas may be unable to hire fully remote workers for this position outside of Kansas. Specifically we cannot currently offer employment to candidates residing in the following states: California and Delaware. We appreciate your understanding and invite interested individuals from eligible states to apply.
45% Event Planning & Coordination: Plan coordinate and monitor event workflows and deliverables to support center and program work. Examples of work performed may include:
- Event Requirements Gathering: Collaborate with cross-functional project teams and internal customers to identify event requirements including scope timelines and essential vs optional features.
- Event Project Planning: Use requirements to create and maintain project and event plans and timelines for a variety of projects ranging from small single virtual meetings to large complex multi-day on-site events.
- Event Project Management: Ensure necessary cross-team communication to ensure successful execution of event project plans. Adapt project plans as needed. Identify barriers and roadblocks to event plans and collaborate with team members and stakeholders to resolve. Actively participate in meetings and proactively seek feedback to anticipate needs and mitigate risks.
- Event Logistics: Execute all aspects of event plans including scheduling communication recruiting space allocation catering technical requirements multi-media requirements accessibility needs and vendor coordination.
- Event Recruiting: Oversee all aspects of recruiting including communication with potential and registered participants application of screening criteria.
- Event Finances: Coordinate within ATLAS Business Operations for details related to venue contracting travel logistics participant payments and overall event budget.
- Vendor Relations: Collaborate with vendors including caterers rentals and audio-visual team to ensure smooth event operations and compliance with regulations. Manage and negotiate events specifications with project leads and vendors.
- Supervise 2-5 Events Specialists and Coordinators.
- Provide subject matter expertise on standard events business processes to project teams.
- Monitor Events Team capacity and project assignments.
- Evaluate staffing levels and make recommendations for hiring skills training and redistribution of workload.
- Identify schedule and assign tasks to Events Specialists.
- Propose process improvements.
- Provide input for proposals (e.g. grant proposals responses to requests for proposals).
- Maintain and enhance participant recruitment database and methods
- Set and maintain standards for customizable business processes needed for events (e.g. meeting planning recruitment)
- Design and develop reports for managers and stakeholders to inform continuous improvement of ATLAS events.
5% Other duties as assigned.
Disclaimer
The University of Kansas prohibits discrimination on the basis of race color ethnicity religion sex national origin age ancestry disability status as a veteran sexual orientation marital status parental status gender identity gender expression and genetic information in the universitys programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.
Work Schedule
40 hours/week Monday-Friday 8 am-5 pm
Contact Information to Applicants
ATLAS HR
- High School Diploma/GED equivalency and 7 years of related experience
- Minimum three years of experience managing timelines and effectively coordinating teams and projects as demonstrated through previous work experience.
- Minimum one year of experience in a leadership role (e.g. supervisor team lead lead worker).
- Minimum three years of experience with business event planning for 50 or more people.
- Experience with implementing on-site meeting logistics requirements including space accessibility catering and communications as demonstrated through previous work experience.
- Experience managing competing priorities under strict deadlines as evidenced by application materials and interview.
- One (1) year experiencewith Microsoft Office applications including Outlook Word Excel and PowerPoint
- One (1) year experience with online meeting and team communication software (e.g. Zoom Microsoft Teams).
- Demonstrated attention to detail as evidenced by application materials.
- Strong organizational and problem-solving skills as evidenced by application materials and interview.
- Effective written communication skills as evidenced by application materials.
- Bachelors degree in hospitality communications public relations education or relevant field and three years of related experience.
- Project management certification advanced training in relevant field or other event planning certification.
- Experience working or planning events with cross-functional teams from diverse disciplines (e.g. education design information technology) in a collaborative environment as evidenced by work history.
- Experience implementing event recruiting procurement and/or vendor relations as demonstrated through previous work experience.
- Demonstrated experience examining and complying with university policies public sector (state and local government) policies and regulations or contractual obligations as evidenced by work history professional training or a combination of both.
- Three or more years of experience as a direct supervisor or team lead.
- Five or more years of experience with business event planning for 50 or more people.
Position Overview
Accessible Teaching Learning and Assessment Systems (ATLAS) a research center at the University of Kansas (KU) is seeking a Lead Events Coordinator to support events sponsored by ATLAS teams and projects. This position will have responsibility in the Business Operations resource area for coordinating with cross-functional teams to gather and manage events requirements develop event plans implement all parts of the plan (e.g. recruitment communication catering vendor relations multimedia requirements). The Lead Events Coordinator will lead a small team responsible for on-site and virtual events of various sizes.
ATLAS promotes learning and improved outcomes for all students with a focus on students with disabilities and struggling learners. ATLAS creates technology-based learning and assessment systemsthat are accessible and academically rigorous. Dynamic research on skill development assessment design and teacher professional development informs the centers map-based learning systems.
With a diverse portfolio of grant-funded research projects and operational alternate assessments ATLAS is a leader in educational research and innovation. ATLAS drives progress through partnerships and collaborations with organizations that share its focus and commitment.
ATLAS is committed to creating policies and practices that foster a culture in which all employees feel they belong and can succeed.
Visit the ATLAS website to learn how the center improves the learning landscape for all students.
KU employees have great benefits!
- 176 hours of paid vacation per year
- 72 hours of sick leave per year
- 10 paid holidays
- Medical and dental insurance
- Retirement program
- Life and disability insurance
- Educational and professional development opportunities
KUs excellence is a result of the rich tapestry of experiences perspectives and backgrounds of our faculty staff students and colleagues from across our nation and the globe. At KU we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each others success. We foster a culture of care where each person is valued. When people feel a true sense of belonging we believe they are better able to reach their full potential and achieve remarkable things.
The successful candidate must be eligible to work in the U.S. by the effective date of the appointment.
KU is not able to provide H-1B sponsorship for this position.
Additional Candidate Instruction
A complete application consists of:
- The University of Kansas online application
- A cover letter that describes how you meet the required and preferred qualifications
- A Resume or CV
- Contact information for three (3) professional references
Application review begins Monday July 28th. For consideration please apply no later than Sunday July 27th.
Position Requirements
Depending on the center and team needs well qualified candidates may be allowed a work location that is hybrid or remote. This position will be required to travel to Lawrence and/or other locations occasionally. This position will require attendance at regularly scheduled meetings onsite or through telecommunication platforms.
Due to complex state employment laws the University of Kansas may be unable to hire fully remote workers for this position outside of Kansas. Specifically we cannot currently offer employment to candidates residing in the following states: California and Delaware. We appreciate your understanding and invite interested individuals from eligible states to apply.
Required Experience:
IC
Employment Type
Temp
Key Skills
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