LAS Event Coordinator
Butler University
Indianapolis, IN
Full-time
Education
Posted on May 20, 2024
Position Overview
The position supports speaker series within the College (mainly the Woods Lecture Series and the Delbrook Visiting Writers Series) as well as the Creative Writing Camp. Support for other signature events in the College may also be assigned. The position also provides administrative support for the director of the Writers Studio and Manuscripts.
Responsibilities
Butler University is a private, nationally recognized comprehensive university encompassing six colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, and Pharmacy & Health Sciences. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.
Join us at the crossroads of tradition & transformation. A career at Butler University means so much more than a job. Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.
Butler University is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees. We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.
Advertised:
Applications close:
The position supports speaker series within the College (mainly the Woods Lecture Series and the Delbrook Visiting Writers Series) as well as the Creative Writing Camp. Support for other signature events in the College may also be assigned. The position also provides administrative support for the director of the Writers Studio and Manuscripts.
Responsibilities
- As requested by faculty directors and working closely with faculty committees -
- Correspond with agents/authors/speakers to extend invitations.
- Work with agents/authors/speakers to negotiate contracts: includes establishing dates, required commitments, travel and accommodations, honorarium, and terms of payment, drafting the contract, etc.
- Manage the creation of marketing assets for each season's campaign by assembling all bios, requesting headshots from agents or speakers, etc., and submitting all event details to the marketing team.
- Maintain webpages, listserv campaigns, social media, and provide info to media outlets when requested.
- Edit throughout and follow process to completion, with the final distribution of materials around campus and within department to promote series.
- Communicate with the faculty committees regarding potential collaborative opportunities for Butler and Indy communities.
- Collaborate with MFA staff for “in-residence” writer's evening workshop participation for the Delbrook series.
- Manage all aspects of the campus visit: room reservations, technology and front-of-house requests, transportation, hotel and restaurant reservations, faculty escorts, order books, classroom visits, etc.
- Attend speaker events if requested to support book signing and event wrap-up (currently an expectation for all VWS events).
- Process payment of invoices, reimbursements, monitor the budget, and keep the faculty directors apprised of balances.
- Assist the Creative Writing Camp director with managing the program
- General oversight of the Creative Writing Camp
- Advertising and contacting previous attendees
- Registration of campers
- Lunch and snack arrangements
- Assist in drop off and pick up of campers, traffic flow, & parking
- Work with local vendors to secure classroom supplies
- General troubleshooting for all matters that occur for campers and teachers
- Manage room reservations
- Prepare rooms for day-of activity
- Maintain financial records for the Camp: collect tuition, manage payroll for all camp staff members
- Manage hiring paperwork for camp staff
- General oversight of the Creative Writing Camp
- Provide administrative support for the Writers Studio – process invoices, reimbursements, budget review, etc.
- Provide admin support for the UG literary magazine staff (Manuscripts): student hiring, payroll, printing issues, events.
- Bachelors Degree
- 1-year relevant work experience
- Demonstrated problem solving skills
- Advanced skill level in Microsoft applications
- Demonstrates a high level of accuracy, even under pressure
- Possesses a high degree of initiative
- Performs work independently with no supervision
- Excellent communication skills – written and verbal
- 2 years' relevant work experience
Butler University is a private, nationally recognized comprehensive university encompassing six colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, and Pharmacy & Health Sciences. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.
Join us at the crossroads of tradition & transformation. A career at Butler University means so much more than a job. Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.
Butler University is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees. We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.
Advertised:
Applications close:
Your Privacy Choices