Program and Events Coordinator

Illinois Humanities • Chicago, IL

19h • Hybrid

About The Position

The Program and Events Coordinator plays a crucial role in supporting the successful planning and execution of Illinois Humanities' programs and events. Acting as a vital bridge between public programming and the administrative team, this position ensures seamless coordination, timely execution, and professional support throughout all phases of events and programs (with the exception of development-led events). This role is responsible for coordinating Illinois Humanities' signature programs and events, including, but not limited to, People's Salons, the Envisioning Justice Statewide Convening, One State, the Gwendolyn Brooks Youth Poetry Awards, the Odyssey Graduation Ceremony, and other public humanities programs and special initiatives as assigned. The Program and Events Coordinator is responsible for ensuring staff, presenters, partners, vendors, and supplies are present, prepared, and in the right place at the right time. This "back of house" logistical coordination enables program managers and directors to focus on engagement with partners, audiences, and participants. This position will require occasional travel within Illinois.

Requirements

• Familiarity with Microsoft Office, SharePoint, and Adobe suite; familiarity with Asana and Blackbaud is a plus
• Experience with project management; ability to track deadlines, deliverables, and needs for multiple simultaneous projects
• Experience supporting live events; ability to think on your feet and make aligned decisions that support project goals
• Ability to anticipate audience and participant experience and to prioritize a welcoming, supportive environment; experience in hospitality is a plus
• Technical/production support for live events is a plus

Responsibilities

• Support program planning by implementing activities such as reserving event space, ordering catering and equipment, communicating with vendors, and maintaining inventories of materials and supplies.
• Collect and share event-related content (e.g., announcements, flyers, programs) with the Communications Team in a timely manner.
• Maintain internal and public-facing program calendars.
• Draft & send event reminders and follow-ups; process event registrations, maintain and share registration lists; maintain attendance records and complete event follow-up.
• Share post-event attendance data with program leads.
• Assist in creating and sharing staffing plans for public-facing events.
• Serve as on-site “staff captain” overseeing back-of-house staffing activities.
• Provide stage management and on-site vendor support during public events; ensure events run on time and coordinate presenters, performers, partners, and vendors.
• Support and execute Run of Show for public events; share Run of Show documents, site maps, and other necessary event information with staff; be present during events to answer questions and troubleshoot.
• Schedule and attend production meetings as needed before public events—with A/V providers, event managers, designers, partners, and other relevant parties—as requested by program managers or directors; track logistics before and during events.
• Support day-of logistics and on-site production needs.
• Serve as a member of the Administrative Team and as a liaison for Statewide Programs, Public Engagement, and Teaching and Learning; ensure program and event workflows comply with internal and operational processes and policies.
• Prepare and process program and event invoices and expense vouchers.
• Supports database maintenance and assists in data entry projects.
• Respond to [email protected] and route inquiries as needed.
• Maintain event planning tools (e.g., departmental Asana calendars).
• Manage supply lists and equipment needs; stock event supplies and maintain the event kit inventory.
• Participate in cross-departmental working groups upon request.
• Perform other duties as assigned.

Benefits

• employer-provided health coverage (multiple plans offered at 80% employer paid premium for the employee)
• 401(k) (including an employer contribution)
• PTO, including vacation time
• 11 paid holidays and 3 floating holidays annually

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed