The Office and Events Coordinator provides event planning and office support for the Department of Comparative Literature, serving as the primary point of contact for department events and managing logistics for workshops, conferences, and lectures. The role also supports communications by implementing the department's strategic communications plan, drafting content for web and print, and overseeing design and production of materials. Additionally, the coordinator handles front-desk duties, manages department spaces and supplies, and coordinates facilities maintenance.

Responsibilities

Serve as primary point of contact for all department events
Oversee all logistics for student and faculty workshops, conferences, COM lecture series, post-workshop dinners, and special events, including but not limited to selecting venues, arranging catering, choosing vendors, handling event decor/design, managing event registration if applicable, reserving spaces, arranging off-campus hotel and transportation, and technology and furniture setup/teardown
Liaise with various University Services units (Campus Dining, Facilities, Transportation and Parking Services, Conference and Event services, and AV Services) to reserve, deliver, and set up event-related items including catering, tables, chairs, linens, A/V, etc. from internal and external vendors
Prepare detailed trip itineraries for visitors
Manage and schedule department events calendar
Collaborate with faculty and students to develop program schedules and budget proposals for events
Work with the department manager to implement an annual strategic communications plan for the department, including web, social media, and print publications
Draft written content for the department's website, digital newsletters, print, and social media
Oversee design and production of programming materials and posters for events with responsibility for copyediting and proofreading print and digital newsletters, posters, and course flyers
Post content to COM departmental website
Direct graphic designer to create posters and ads for publication
Develop publicity pieces using Constant Contact for email distribution
Reconcile expenses for department publicity
Perform the front-desk function for the department by answering general questions from faculty/students, and routing emails, calls, and drop-in inquiries to department staff
Oversee mail and follow up with Mail Services when delivery problems occur
Draft and send announcements, invitations, and other correspondence
Manage department spaces with a high degree of care, including ordering/restocking office supplies including coffee, snacks as well as overseeing the overall upkeep of our kitchen space.
Submit and follow up on work orders for maintenance needs like lighting, heating/cooling/humidity, cleaning, etc. in offices, conference room, classrooms, and kitchen
Approve/deny requests in EMS from various University partners to use space
Serve as a Building Access Coordinator to submit requests to Site Protection for faculty needing access to the office suite or classroom during off-hours
Assist Venue Services with reporting any cleaning, pest control, or service repair needs for the restrooms, hallways, classrooms, and stairwells

Requirements

High school diploma or equivalent education and experience
3+ years of related work experience
Advanced skills in Microsoft Office for word processing, spreadsheets, slide decks, and forms
Expertise with Zoom for scheduling and configuring virtual meetings or webinars
Excellent writing skills
Attention to detail and responsiveness to deadlines
Problem-solving skills and a demonstrated ability to work independently

Nice to have

Experience with communications platforms such as Constant Contact, Doodle, Jotform
Proficiency with Canva and Drupal
Prior experience working in a higher education or nonprofit environment
Experience with University systems including EMS, Prime, Concur and SharePoint