Event Support & Operations Associate - EnterpriseWorks

University of Illinois Urbana-Champaign•Champaign, IL

10d•Onsite

About The Position

The Event Support & Operations Associate ensures Research Park events run smoothly by preparing event spaces and materials and providing hands-on support before, during, and after events. The role supports event execution, guest experience, space readiness, event administration, inventory, participation tracking, and operational process improvements. It also supervises and supports student employees on related projects. This is an in-person position on the University of Illinois Urbana–Champaign campus. Work may occur outside standard hours, including evenings and occasional weekends. The appointment is a 100% full-time, 12-month Civil Service position. The expected start date is as soon as possible after the close date. The budgeted salary range is $50,000 to $55,000. The position is not eligible for work-authorization sponsorship.

Requirements

Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
One year (12 months) of professional work experience in event planning, conference management, public relations, communications, marketing, or a related field.
Strong attention to detail.
Ability to manage multiple tasks and timelines.
Ability to follow checklists and standard processes.
Ability to communicate clearly and professionally with staff, vendors, and attendees.
Basic proficiency with office tools, including email, calendars, and spreadsheets.
Ability to learn event-related systems such as registration and booking software.
Ability to lift and move items such as lunch boxes, tables, chairs, and supplies.
Reliability, punctuality, and consistency.
Friendly, service-oriented attitude.
Ability to adapt as plans and circumstances arise.
Initiative and ability to notice what needs to be done without being asked.
Ability to discern when to work independently and when to collaborate.
Ability to use discretion and maintain confidentiality in business matters.
Ability to exercise sound judgment, strategic thinking, and creative problem-solving to address challenges, improve processes, and resolve issues collaboratively.
Ability to work in person on campus and potentially outside standard hours, including evenings and occasional weekends.
Must be eligible to work without employer sponsorship; the position is not eligible for work-authorization sponsorship.

Nice To Haves

Prior experience working in industry and technology events and programs.
Catering and food service experience.
Experience with expense reports and budgeting.
Experience with data tracking, databases, Excel, and digital forms.

Responsibilities

Arrange tables, chairs, displays, and other items according to prescribed floor plans.
Work with the IT Specialist to set up audiovisual equipment, including slides and microphones.
Stage catering food and provide beverages from stock.
Prepare event materials, including handouts, name badges or placards, and printed registration materials.
Complete special setups for elevated events, such as backdrops, flowers, exhibits, and podiums.
Break down event room setups and return spaces to their standard configuration.
Clean up food and return excess beverages and supplies to designated places.
Keep event rooms clean and organized so supplies are accessible.
Greet attendees and assist with check-in or seating as needed.
Replenish food and supplies and keep event spaces clear of debris.
Support staff in maintaining smooth event flow, a pleasant guest experience, and safety.
Help create event registration forms in WebTools.
Monitor registration for upcoming events and communicate with stakeholders.
Check that website event-calendar listings match events listed in Outlook.
Maintain inventory of event supplies, such as tablecloths, utensils, and signage.
Track and report event participation and program outcomes.
Develop and manage engagement program budgets.
Develop tools and processes to improve operational efficiency and knowledge sharing across teams.
Supervise and support student employees on related projects.
Perform other duties as assigned.