Event & Program Support Specialist, Library Communications Office – University of MN Twin Cities

Working Title: Event & Program Support Specialist
Job Classification: Administrative Associate 1, 8208A1
Appointment: 100%, Full-time

Salary Range: $45,760 – $55,014

Overview
The Event & Program Support Specialist provides planning and logistical support for events and services that are geared toward the University community—students, staff, and/or faculty. The Specialist works with library staff to plan events (including workshops) in advance and handles the scheduling, logistics, and communications for those events. The Specialist will work with the Communications team on tracking available and appropriate communication venues for University-facing events. The Specialist serves as part of the Libraries Events Team and provides some on-site support for Libraries events. This may include supporting some events on evenings and weekends.

The Specialist also provides administrative support to designated programs and services that are aimed at the University community– for example,  to the Libraries’ research data services, Digital Arts, Sciences, + Humanities (DASH) program, and the Data Curation Network (DCN), and standalone workshop series provided by the Libraries. This includes project management for events and communication, such as newsletter and mailing list formatting and distribution, event registration management, handling Libraries website updates for assigned programs, tracking event budgets and expenditures, and analyzing program attendance, with an eye toward impact reporting and gap analysis.

Responsibilities:

Event Planning and Support (35%)

• Works closely with a variety of library staff members to plan and execute events and projects, taking on a project management role;
• Develops and uses a common workflow and set of support tasks (e.g., scheduling, putting events on calendars, registration set up, tracking attendance and assessment) for programmatic events;
• Works with library staff to develop and manage schedules for multi-instructor programs
• Project manages and carries out event logistics, such as scheduling rooms, arranging Zoom links & breakout rooms, ordering supplies and refreshments, and  liaising with venue staff, catering, audiovisual and technology specialists;
• Sets up and monitors registration for events, including sending email reminders & adding participants to relevant Google calendars;
• Provides on-site support for events, including setting up physical spaces, overseeing check in/registration, and managing supplies and signs needed on site;
• Tracks event budgets and expenditure;
• Sends out post-workshop assessments to attendees.

Event and Program/Service Communications (30%)

• Identifies and manages outreach targets for University-facing events and programs/services, sending out announcements about programming to appropriate lists & newsletters;
• Manages newsletters and mailing lists for programs designate by the Specialist’s supervisor;
• Regularly updates the Libraries website to reflect the most current information about events, programs and services.

Administrative Support for University Libraries Programs and Services (30%)

• Gathers and analyzes statistics on registration and program participation;
• Manages digital badging for Libraries workshops/programming, including reviewing project submissions based on established rubrics and carrying out administrative components of badging systems;
• Administrative support for job searches and development.
• Provides client support services for the Data Curation Network (DCN)
• Assists in planning and facilitating select meetings, such as advisory board meetings, partner planning meetings, and community meetings.

Other Duties as Assigned (5%)

Required Qualifications:

• BA/BS or a combination of related education and work experience to equal four years;
• Of the four years required work experience, two years of previous experience providing administrative support including planning and logistics for workshops, receptions, or other events.
• Demonstrated ability to balance competing demands, work independently, re-prioritize, troubleshoot, and demonstrate flexibility in anticipating and responding to the various needs of administrative decision-makers.
• Detail oriented, with demonstrated time management and project coordination skills.
• Strong written and verbal communication skills.
• Advanced facility with office and communication technologies (spreadsheet, presentation and word processing software) including Google applications.
• Must be able to work some evenings and weekends.

Preferred Qualifications:

• Experience working with web technologies, graphic design, and communications technologies (WordPress, MailChimp, Adobe Creative Suite, etc.).

The Communications Office at the University of Minnesota Libraries strengthens awareness of, support for, and engagement with the Libraries by:

• defining and implementing overall strategy for Libraries communications
• enhancing and shaping the Libraries’ reputation and image
• conveying the Libraries’ value to key constituencies
• demonstrating the Libraries’ relevance and significance
• connecting audiences and user groups with services, programs, and events at the Libraries

Our job is to tell the story of the many amazing things happening at the Libraries. We can help you tell that story by creating and implementing marketing and promotional plans for events, exhibits, programs, and services at the Libraries. This includes:

• Identifying the audience(s) for your event, exhibit, program, or service and determining the best way to reach and attract them.
• Writing, editing, and designing print and electronic promotional materials (brochures, posters, postcards, web sites, e-mails, videos, social media, and other publications).
• Managing production of print and electronic promotional materials (printing and bulk mailing for print publications; mass e-mail testing and sending)
• Working with University, local, national, and specialty media to garner coverage of Libraries events, exhibits, programs, and services.

Working at the University

At the University of Minnesota, you’ll find a flexible work environment and supportive colleagues who are interested in lifelong learning.  We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Scholarship
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services 
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

Applications must be submitted online.  To be considered for this position, please click the Apply button and follow the instructions.  You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and Attachments” section.

To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-UOHR (8647).

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

Please note: All employees at the University of Minnesota are required to comply with the University’s Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit:  https://safe-campus.umn.edu/return-campus/get-the-vax

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation’s most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.