Community Relations Program and Event Manager: This position acts as the liaison between the School’s internal and external research initiatives and individuals, the general public, community stakeholders, and organizations. This position develops and administers community relations, events, workshops, conferences, communications, outreach programs, special projects, public engagement and experimental research activities for the School of Physics and Astronomy.
25% Colloquium and Event Planning
Coordinate School of Physics and Astronomy and Colloquium. Plan and offer logistical support for internal and external department events. Lead the project team for weekly colloquia. Provide support to external events sponsored by the department and serve as primary contact for organizers. Set up meetings for research groups and committees. Serve as on-site event coordinator. Organize national or international conferences, workshops, site visits or collaboration meetings.
Responsible for event and conference planning. Responsibilities include, but are not limited to, venue research, budget development, expense tracking, food and beverage, ancillary event management, registration services, team communication, A/V coordination, speaker management, event logistics, branded merchandise, vendor partnership, lead generation and reporting, and post-event analysis.
Coordinate event logistics, including but not limited to registration and attendee tracking, presentation and materials support and pre- and post-event evaluations. Arrange space, catering, technical support, lodging and honoraria as needed. Secure necessary permits. Serve as primary contact for vendors. Review contracts for catering, housing, venue, etc.
Develop budgets and track spending for department events. Facilitate conference registration. Prepare Single Payment Vouchers, Contracts for Professional Services, or do foreign wire transfers to reimburse conference participants and speakers. Establish supplier records for speakers in EFS as needed. Prepare Purchase Orders for hotel rooms and other expenses and match and pay invoices against them. Track payments to make sure they go out in time and late fees are not incurred. Provide hosts with access to School’s Campus Club card and information on policies for its use.
Serve as primary contact for speakers. Arrange travel, lodging and reimbursement for out-of-town speakers. Arrange speaker schedule. Make group dinner reservations. Coordinate reimbursement of dinners, communicating and enforcing University and School hospitality policies and spending limits.
25% Administrative Support for Physics Force and other Smaller Outreach programs
Respond to inquiries about the programs and provide information about the schedule, format and arrangements for attendance. Process annual facility rental contracts, get necessary permits and make required payments. Coordinate electronic mailings and marketing and promotions with college communications staff. Make travel arrangements for off-campus shows and reimburse traveling performers. Manage the school bus funding grant process. Assist the faculty leader in other administrative duties as required. Participate in program planning meetings.
Process reimbursements. Reimburse schools for substitute teachers. Reimburse schools receiving grants for their bus rental. Purchase materials and supplies needed for the events. Handle occasional DVD and t-shirt sales. Initiate invoices and follow through to make sure payment is complete. Provide financial reports as requested to the faculty leads.
Responsible for community outreach communications including web design, graphic design and social media. Create, implement, analyze, and evaluate communications programs and events to advertise and promote the School of Physics and Astronomy. Create specialized or technical materials for marketing, publication, public or internal relations that incorporate both written and graphic work, and utilize multiple media methods. Design, development and maintenance for social media. Generate website content. Spot checking website content and display content for obsolete information and making sure that gets fixed. Publicize events on the internet through constructing appropriate web pages, social media, emails and in UM Events. Publicize events in print media by constructing poster and projection slides. Work with College of Science and Engineering communications team to creatively promote programs, develop promotional media, flyers, and public service announcements.
20% Faculty and Building Support
Provide administrative support for faculty, researchers and visiting collaborators. This includes but is not limited to, helping new hires and visitors with their building and room access, keeping offices and lab signage up to date, keeping directory information up to date. Finding rooms for visitors and scheduling conference rooms. Reporting building issues to the Primary Building Contact or Facilities Management. Scheduling repairs and inspections of office and lab equipment. Providing access to outside contractors and inspectors that need to get into rooms.
Assist faculty, staff and researchers with expense reimbursements and use of Chrome River and P Cards. Consult with supervisor and review University policies to make educated decisions about questionable expenditures. Become a policy expert and eventually be able to independently resolve problems and answer policy and procedural questions.
10% Proposal and Report Support
Assist faculty and other researchers with proposals and reports. Prepare supporting materials for proposals and reports including but not limited to tables, graphs, figures, graphic images and formatting. Data entry of information needed for grant proposals and progress reports.
Other duties of a similar scope as assigned.
BA/BS plus at least two years of experience or a combination of related education and work experience to equal six years
Proficiency in Microsoft Office Suite, specifically Word and Excel, as well as Google applications (calendar, email, drive).
Event planning experience.
Demonstrated communications experience with print, web and/or social media.
Demonstrated ability to work with and adapt to new technologies and processes without significant direction.
Experience working independently in a fast-paced environment.
Experience working with one or more professionals who are in a leadership position (e.g., division director and grant principal investigator).
Experience working with financial documents such as purchase orders and travel reimbursements.
Experience working with spreadsheets and budgets.
Internal Number: 333440
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.