Coordinator of K-12 University Engagement and Events
Marian University of Indiana

Indianapolis, Indiana

Posted in Education and Training


Job Info


Position Title:

Coordinator of K-12 University Engagement and Events

Job Description:

As part of a diverse community of faculty and staff who represent many faith systems and worldviews, Marian University seeks applicants for a Coordinator of K-12 University Engagement and Events . The Coordinator of K-12 University Engagement and Events is responsible for working with members of the campus community and with external clients to manage the detailed administrative duties required for the planning and execution of university sponsored and external events for K-12 students, their families and their schools or agencies, in collaboration with the Director of K-12 School and Community Programs, the Director of University Engagement and Events and the Executive Director of University Engagement and Events. The Coordinator of K-12 University Engagement and Events will have primary responsibility for the planning and execution of administrative details related to summer programs and related activities for K-12 students during the academic year in collaboration with the program providers.The Coordinator of K-12 University Engagement and Events will be responsible, in collaboration with the Director of K-12 Programs, the Director of University Engagement and Events and the Executive Director of University Engagement and Events, for planning, managing and executing Marian University's K-12 events and engagement activities working in collaboration with the Office of the President, the Office of Enrollment Managements, the Office of Institutional Advancement, the Office of Alumni Affairs, the Office of Student Success and Engagement, and the Office of Marketing Communications, among others. The Coordinator also is responsible, in collaboration with the Director of University Engagement and Events, for strategically engaging university volunteers and external volunteers for events and for service activities such as Indy DO Day and Knights Called to Serve, etc.The Coordinator of K-12 University Engagement and Events is a self-starter with exceptional organizational skills. The Coordinator needs to be detail-oriented and have a service mindset. This person must have the ability to represent Marian University in a positive and professional way to diverse populations, and to coordinate across departments and divisions and work collaboratively with internal and external colleagues and partners.
Essential Duties and Responsibilities:

  • Actively engage the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values and honoring the legacy of the founding congregation through transformative education, unity in diversity, leadership through service, integrating faith and life, and institutional policies.
  • Coordinate details of K-12 events on Marian's Indianapolis and Ancilla campuses.
  • Respond promptly to inquiries from internal and external clients about facility availability for K-12 events and activities and schedule site visits on Marian's Indianapolis or Ancilla campuses as needed.
  • Coordinate the annual calendar for summer programming and support timely planning by program directors.
  • Support the Director of University Engagement and Events in collaboration with the Office of Marketing communications to develop marketing materials for summer programs, including social media and online.
  • Coordinate all administrative details for summer programs/camps including confirmation of daily agendas, housing updates, and dining needs for each group. Serve as point of contact for groups during their time on campus.
  • Work in partnership with coordinators of summer programs to ensure all university procedures and processes are being followed, and to troubleshoot issues.
  • Collaborate with summer program directors to conduct surveys of summer program participants and parents to assess satisfaction and to identify opportunities for improvement.
  • Coordinate internal and external client K-12 event details including updating event counts in Catertrax, securing proof of insurance coverage, invoicing and processing payments for all K-12 events on Marian's Indianapolis and Ancilla campuses.
  • Prepare detailed K-12 event contracts in collaboration with Director of University Engagement and Events for all K-12 events on Marian's Indianapolis and Ancilla campuses.
  • Serve as or schedule "event host" for K-12 events on Marian's Indianapolis campus at Allison Mansion, Evans Center or other campus facilities and prepare event summary for host, communicating all event logistics and expectations.
  • Conduct guest surveys and follow up with K-12 event clients on Marian's Indianapolis and Ancilla campuses to assess guest satisfaction and to identify new opportunities.
  • Reserve space, input, and update event details into Event Management System (EMS) for all K-12 meetings and events on Marian's Indianapolis and Ancilla campuses.
  • Update all EMS K-12 client reservations on Marian's Indianapolis and Ancilla campuses with record of payments and event contracts.
  • Assist business office with monthly reconciliations of payments and deposits from K-12 groups on Marian's Indianapolis and Ancilla campuses to ensure proper allocation of revenue and expenses.
  • Conduct all paperwork necessary for security deposit reimbursements for K-12 clients, and reimbursements for internal services (IT, event host, etc.), and process with the Business Office.
  • Coordinate administrative details for all K-12 events at Marian's Ancilla campus, including space reservations for non-leased facilities, catering needs, IT requirements, and set-ups.
  • Manage all work orders, IT and catering requests for K-12 university events as needed for Indianapolis and Ancilla campuses.
  • Provide administrative support for the Director of K-12 Programs, the Director of University Engagement and Events and the Executive Director of University Engagement and Events;
  • Serve as host for the Allison Mansion during the daytime, greeting President's guests and daily traffic, and fielding incoming calls (occasionally covering for the President's Office).
  • Provide on-site K-12 event management which includes problem-solving, decision-making, and interaction with campus services or outside vendors;
  • Support the Director of University Engagement and Events to execute the communications strategy, including newsletters, social media and online presence for K-12 University Engagement and Events;
  • Assist the Executive Director of University Engagement and Events and the Director of University Engagement and Events with the implementation of a strategic plan to maximize revenue for summer camps and conferences, both those sponsored by Marian University and by outside groups;
  • Maintain communication between campus operations departments to ensure the success of events and good stewardship of university resources.
  • Additional responsibilities as assigned by the Director of K-12 Programs, Executive Director of University Engagement and Events and the Director of University Engagement and Events.
  • Other duties may be assigned.

University Expectations:
  • Knowledge of and a commitment to the mission of Marian University
  • Adheres to Marian University's policy and procedures
  • Shows courtesy and respect in interactions with fellow employees, students subordinates, and supervisors
  • Communicates regularly with supervisor about Department issues
  • Meets department productivity standards
  • Participates in developing department goals, objective, and systems
  • Assists to establish department measurements that align and support the accomplishment of the University's strategic goals
  • Strong organizational skills and facility with Microsoft Office tools, including Word, Excel and PowerPoint
  • Ability to create content for social media and websites
Required Qualifications:

Educational/Experiential Requirements:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • At least 2 years' experience in the K-12, higher education, non-profit or corporate sector.
  • Strong interpersonal communication skills are required.
  • Experience and familiarity with K-12 schools in central Indiana is a plus.

Essential Functions:This position may require evening and weekend work. Most work will occur in an office environment, but may also include social, athletic and cultural activities. This position should manage absence from work in responsible manner to ensure service to work teams and coworkers. This position should comply with Marian University policies and practices and seek clarification of them when necessary.
Review of applications will begin immediately and continue until the position is filled. Applications require a cover letter, a current resume, contact information for 3 professional references, and responses to the supplemental mission questions.

Marian University is an Equal Opportunity Employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply.Preferred Qualifications:

Please Review Marian University's Mission & Identity Statement before responding to the supplementary questions on your application:

https://www.marian.edu/faith

Physical Demands:

Physical Requirements:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, equipment, or controls; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

Posting Number:

P192S

Number of Vacancies:

1

Open Until Filled:

Yes

Special Instructions to Applicants:

Please Review Marian University's Mission & Identity Statement before responding to the supplementary questions on your application:

https://www.marian.edu/faith

Quick Link for Internal Postings:

https://marian.peopleadmin.com/postings/1027



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