Events Coordinator (0101)

at SIU Medicine in Springfield, Illinois, United States

Job Description

Description
This position assists with essential aspects of all events for Simmons Cancer Institute, including paperwork, graphic design, and onsite management for development and community events.
 Examples of Duties
Event and Program Assistance for Simmons Cancer Institute
Development Events: 90%

1. Coordinating with the Program Director and Foundation office, assists with development events at Simmons Cancer Institute.
2. Assists with event timeline for paperwork, mailing, and logistics.
3. Assists with completing event paperwork (information requests, solicitation with premiums {sponsor packages}, solicitation requests form, and other necessary forms such as permission request forms, raffle licenses, etc.).
4. Data entry for events, including (where applicable) recording names for honorary/memorial readings, sponsors, guests, gift-in-kind {GIK} forms for silent and live auction packages, reservation, and table assignments using the event software.
5. Responsible for assisting with timely and accurate event payment reports. Weekly reconciliation of payments with Foundation accounting staff, and donor gift tracking.
6. Assist with design and placing ads for events working with Development office, Marketing and outside vendors.
7. Assist with registration and auction check-out area during events which includes overseeing volunteers and coordinating with vendor employees (specific to Denim & Diamonds vendor for electronic bidding) working the event, as well as keeping track of raffle sales. Assist with post-event reconciliation and submitting funds to the SIU Foundation office.
8. Assist the event Auction Committee with GIK procurement, including the online application process required by some donors, item pick-up, physical package creation, assist with post-event auction item pick-up as needed.

Community Activity Events:
1. Coordinate with appropriate staff, time, date, and room location of SCI events.
2. Coordinating with Program Director to assist with managing the logistics for community screening events at SCI including room/clinic set-up; supplies (for skin cancer screenings-gowns; for colorectal-FIT kits; for head and neck-tongue depressors, etc.).
3. Notify SIU SOM Security, housekeeping and administrative office management regarding date, time, and locations of SCI events.
4. Assist with marketing and registration for community events and programs (where applicable), working with the Program Director and Budget Officer.

Graphic Design 10%
1. Working with designated event staff, performs a variety of creative and diversified graphic and artistic functions to achieve final production of printed material for various events, programs, and clinics in conjunction with the offices of Marketing and Foundation.
2. Assists with review and changes to mailing lists and evaluates internal and external distribution methods.
3. Design event mailings, assist with printing deadlines and mail house criteria.
4. Assist with complex and intricate projects from concepts to completion.
5. Assist with design, layout, and illustration for SCI projects and general event invitations.
6. Assists with a wide variety of graphic arts materials for educational, informational, and organizational purposes.
7. Provides creative original solutions for concept through completion, using manual techniques and/or computers with graphics-related software and hardware for intricate projects such as four-color processes for outside production.
8. Utilizes computer software and hardware and other graphic arts tools and equipment to assist with the development of event design including programs, brochures, materials, and visual presentations.
9. Checks for errors by proofreading and checking punctuation and spelling.

Qualifications

High School graduation or equivalent.
Any combination totaling two (2) years (24 months) from the following categories:
Professional work experience in event coordination.
College course work in any discipline, as measured by the following conversion table or its proportional equivalent:
60 semester hours equals one (1) year (12 months)
90 semester hours equals two (2) years (24 months)
Supplemental Information

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.
The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

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Southern Illinois University School of Medicine is an Equal Opportunity Employer.