Program Coordinator - Cancer Center at Illinois

University of Illinois Urbana-Champaign•Urbana, IL

4d•Onsite

About The Position

The Cancer Center at Illinois (CCIL) is seeking to hire up to two Program Coordinators to be responsible for the planning, coordination, and execution of center-level, research, and education events and activities, as well as providing administrative and operations support. The CCIL unites world-class faculty to uncover fundamental knowledge, innovate new technologies, and enable cancer-free lives. Our interdisciplinary expertise in science and engineering, novel educational and training experiences, and exceptional research facilities, are changing the way we take on cancer.

Requirements

Bachelor's degree in Hospitality, Public Relations, Marketing, Communications, Business Administration, Student Affairs, or a closely related field.
Two (2) years of professional work experience as Administrative Assistant and/or in Events Planning, Conference Management, Public Relations, Communications, or a closely related field.
Demonstrated experience serving as a professional liaison between organizational units.

Nice To Haves

Experience with UIUC campus policies, procedures, and tools.
Demonstrated experience working effectively with a broad range of stakeholders and individuals with differing perspectives and professional roles.

Responsibilities

Develop and plan events, based on defined event concepts and design, preparing event financial forecasts, creating and managing timelines, and logistical coordination.
Plan for and ensure successful event execution for multiple concurrent events.
Coordinate venue selection, catering, and/or food preparation operations (ensuring compliance with health regulations and university policies), transportation, audio-visual equipment, parking, and other event-related logistics.
Initiate and maintain communications with external vendors and other entities prior to and following the event.
Coordinate guest speaker involvement from invitation through reimbursement, including travel, itinerary creation, and serve as the primary CCIL contact.
Manage guest lists, registrations, and assist with attendee communications.
Secure and coordinate special guests/speakers for events and assist with troubleshooting and resolving guest issues and concerns promptly.
Procure the necessary resources, materials, and supplies for events using the provided purchasing methods and authority.
Manage and oversee events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organizing vendors.
Lead debriefing meetings and prepare comprehensive post-event reports, developing or updating event procedures.
Collaborate with internal and external stakeholders to determine event requirements and event-related communication assets and correspondence, ensuring proper CCIL approval procedures are followed.
Build and maintain relationships with vendors.
Assist with troubleshooting and resolving vendor issues and concerns promptly.
Ensure adherence to financial guidelines and budgetary constraints, including contacting vendors to secure services and obtain quotes, tracking expenses, and reconciling financial records.
Coordinate with the CCIL finance delegate to obtain appropriate accounting codes, purchase services and supplies that require a PO, obtain guest payments, and develop a post-event financial packet.
Delegate event tasks, coordinate event staffing and workflow efficiency, and foster teamwork in coordination with other CCIL operational staff and groups.
Develop and manage financial information in consultation with CCIL administrative leadership, faculty leaders, and staff.
Monitor transactions and reporting financial trends for individual CCIL projects, executing purchases and requisitions through Banner, iBuy, university-issued travel and purchasing cards, and the Emburse system for CCIL expenses and individual reimbursements.
Respond to inquiries requiring the interpretation, explanation, or justification of financial policies and procedures.
Identification, initiation, and ongoing coordination of support systems and activities for CCIL administrative and programmatic operations.
Perform additional duties as assigned.