Events Coordinator

About the Job

The Hormel Institute, University of Minnesota, Communications Department enhances the Institute’s reputation through strategic storytelling and integrated marketing. The role serves as a strategic partner to leadership, committees, and external stakeholders, while being task-driven, hands-on, and supporting both short- and long-term planning and execution for events and institutional engagement.

Focus of Job Responsibilities

• Events Coordination - 65%

  • Plans, coordinates, and executes a wide range of institutional events, including seminars, data clubs, recognition events, symposiums, workshops, visits, and large annual offsite employee appreciation events.
  • Serve as strategic partner with event owners to build mission-driven events that have clear purpose, goal, and desired outcomes.
  • Support the planning, coordination, and execution of in-person, virtual, and hybrid events of various sizes by developing project plans, timelines and communications to ensure event tasks stay on track.
  • Coverage of event logistics including event budget, registration, attendee management, food and beverage planning, A/V and production needs, room sets, vendor halls, breakout spaces, and activations.
  • Oversee the administrative and operational framework for institutional event programs, including development and maintenance of standardized processes, budget alignment, documentation, workflows, and compliance protocols aligned with University, collegiate, and regulatory requirements.
  • Audits events and feedback for opportunities to improve attendee experience and operational efficiency; prepares summaries and reports for leadership and planning committees.
  • Coordinates travel and logistics for event guests, including airfare, ground transportation, lodging, and reimbursements through University of Minnesota systems.
  • Negotiates, prepares, and administers contracts and service agreements with vendors, sponsors, and external partners; authorizes contract payments and ensures compliance with University procurement.
  • Ensure event communications, key messages, presentations, attendee experience, and staff involvement align with the Institute’s mission and priorities, and enhance the organization’s reputation.
  • Local community resource for new and existing partner events by developing tool kits, explaining best practices, and providing feedback on event plans.

• External Event Coordination - 20%

  • Serves as the primary point of contact for external events hosted at The Hormel Institute.
  • Coordinating licensing and insurance requirements, preparing contracts, and supporting events from planning through execution while maintaining high standards of customer service and professionalism.
  • Establishing fee structures, including space rental, custodial, consultation, and other services.

• Communications Strategy and Planning - 10%

  • Assist in development of team strategic planning, including identifying individual goals and objectives that align with those of the department and the Institute.
  • Understand and develop strategies for how events are a communications function that showcase the Institute as a state, regional, and national leader in basic biomedical research.
  • Represent the Institute at local, regional, and national conferences and meetings when appropriate.
  • Stay up to date on event industry standards and best practices for continued professional development.

• Other related duties as assigned - 5%

Qualifications

• Required Qualifications

  • BA/BS degree with at least two years of experience or a combination of related education and work experience to equal six years; position involves comparing, verifying, and reconciling data to help department achieve overall objectives.
  • This position will need to be available evenings and weekends as required.
  • Experience analyzing and solving complex situations and issues.
  • Demonstrated clear and excellent oral, written, and interpersonal communication skills.
  • Demonstrated organizational skills, timeliness, accuracy, and attention to detail.
  • Knowledge of Microsoft Office Suite and Google Applications.

• Preferred Qualifications

  • Proven experience coordinating, planning, and executing events of varying sizes.
  • Demonstrated use of events as a tool for strategic storytelling and reputation building.
  • Commitment to personal and organizational continuous improvement and growth.
  • A highly effective team player, with the ability to also be independently effective.
  • Experience successfully managing multiple projects.
  • Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion.
  • Commitment to building a culture that respects and embraces diversity, inclusion, and equity.
  • Experience in making travel arrangements.
  • Experience with financial processing including, but not limited to: purchasing card reconciliation, purchase orders and reimbursement.
  • Experience handling sensitive and/or confidential information.

Physical & Environmental Requirements

• Must be able to be stationary for long periods of time.
• Must be able to lift 25 pounds.
• Must be able to push/pull carts.

About the Department

Founded in 1942 by Jay C. Hormel and The Hormel Foundation, The Hormel Institute, University of Minnesota, makes scientific advancements that enhance wellbeing and extend human life. For more than 80 years, we have pursued our mission to conduct research and provide education in the biological sciences with applications in medicine and agriculture. A part of the University of Minnesota's Research and Innovation Office, The Hormel Institute partners with the region's leading biomedical research facilities, including Mayo Clinic.

Pay and Benefits

Pay Range: $29.98-$34.32; depending on education/qualifications/experience
Time Appointment: 100% Appointment
Position Type: Civil-Service & Non-Faculty Labor Represented Staff

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional Documents

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To Request an Accommodation During the Application Process

Please e-mail employ@umn.edu or call (612) 624-8647.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.