Events and Space Coordinator - Humanities Research Institute

Events and Space Coordinator - Humanities Research Institute

This position is not eligible for immigration sponsorship.

This position requires in-person work on campus and may require working outside standard hours including evenings and occasional weekends.

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.

Housed in Levis Faculty Center, HRI serves the whole of campus by making meeting spaces available to university units and programs, showcasing the work and activities that help to give Illinois its reputation as a world-class institution.

Job Summary

Assist the Levis Events and Space Manager in the facilitation and coordination of Levis Faculty Center space usage, including on-site, during-event support. Provide administrative and financial processing support to the Levis Events and Space Manager and Budget and Finance Manager. Assist the Deputy Director in the planning, implementation and delivery of Humanities Research Institute (HRI) events.

Duties & Responsibilities

• Levis Space Usage/Event support:
  • Assist Events and Space Manager in the support of events in Levis, including assisting with frontline AV event support, monitoring in-person events (and their related setup and takedown), and contributing to evening and weekend event coverage.
  • Coordinate with communications staff to collect and proof event information for digital signage.
• Events Billing and Contracting support:
  • Under the guidance of the Budget and Finance Manager and the Events and Space Manager, assist with space-usage billing and other financial record keeping as well as with obtaining/collecting and maintaining space usage contracting paperwork and related materials (such as collecting alcohol approval forms); assisting with usage tracking and reports, usage calendars, and so on.
• HRI Event Planning and Execution:
  • Under the direction of the Deputy Director, assist with planning and implementation of HRI events, both remote and in-person, as needed, to potentially include catering orders and meal reservations, travel and hotel booking, itinerary preparation, related Emburse Enterprise processing, and implementation of AV technology and remote-presentation technology/managing delivery of remote events.
  • Assist in the development of HRI event plans and timelines; coordinate logistics.
  • Serve as primary in-person and online events support person for HRI events.
• Perform other duties as assigned by HRI Director, Deputy Director, and/or Levis Events and Space manager, in alignment with achieving the institute’s mission and objectives.

Additional Physical Demands

Position may require work outside of standard business hours, including early mornings, evenings, and/or weekends. Ability to ascend and descend stairs. Occasional light movement or repositioning of rolling tables, chairs, and similar equipment to support event setup. Ability to lift and carry light materials such as banners, signs, and easels.

Minimum Qualifications

• Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
• One (1) year (12 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.
• Experience in customer service.

Preferred Qualifications

• Familiarity with or experience in a university setting particularly within the Humanities or similar areas.
• Proven ability to collaborate effectively with people from a wide range of backgrounds and experiences, and with a variety of units and clients on a college or university campus.
• Demonstrated events organization/arrangement experience.
• Familiarity with the University of Illinois campus and business functions.
• Experience tracking and monitoring financial information and documentation.
• Experience with program, project and/or event coordination and/or planning.
• Experience with presentation technology.

Knowledge, Skills and Abilities

• Exceptional organizational skills and attention to detail with strong decision-making and evaluative abilities.
• Knowledge of project management principles and proficiency in MS Office Suite, related databases, AV Technology, and remote presentation platforms.
• Skilled in communication, relationship-building, public speaking, leadership, conflict resolution and customer service.
• Demonstrated professionalism in a fast-paced environment with changing priorities and minimal supervision.
• Flexibility availability with schedule to attend all applicable events, including evenings and occasional weekends.
• Ability to identify complex problems and review related information to evaluate and recommend options and solutions.
• Ability to work collaboratively and communicate effectively with groups of people from all backgrounds.
• Ability to work independently and effectively organizes and prioritize multiple tasks.
• Ability to analyze guidelines, procedures, and systems to implement plans to prioritize, organize, and accomplish tasks.

Appointment Information

This is a 100% full-time Civil Service 5009 - Events Administrator Associate 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 $50,000 to $60,000. 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 Friday, March 20, 2026. 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. 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 Leslie Lewin Reinhart at 217-333-0034. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign — the state’s flagship public university and one of the world’s leading research institutions — every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence — where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1034435
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu