Events Administrator

Events Administrator

The Events Administrator will work closely with the Director of the Kavli Institute for Cosmological Physics (KICP) and the Chair of Astronomy & Astrophysics (A&A), as well as the Institute and Department Administrators to plan and execute events for new and existing programs. The KICP and the A&A department host various weekly events, and multiple conferences, workshops, and various visitors throughout the year. This position will take the lead on the organization and execution of these events, working with faculty in the institute and the department to ensure that these events are successful. This position will also host department and institute visitors, working with faculty hosts to ensure the success of the visits.

Responsibilities include :

• Planning and executing conferences and workshops hosted by the department of Astronomy and Astrophysics and the Kavli Institute for Cosmological Physics (KICP).
• Organizing and executing the Wednesday colloquium series.
• Organizing weekly and annual events attended by students, staff and faculty, including departmental lunches, thesis defenses, coffees, and welcome events.
• Managing ePayments and processing registration fees, receipts, and refunds, coordinating with the Local Business Center when needed to ensure timely payments and reimbursements.
• Managing all room reservations for events including booking, payment, and contract negotiations.
• Supporting the planning and organization for the Space Explorers Summer and Winter Institutes in KICP.
• Assisting individual research groups with collaboration meeting planning, working with department and institute administrators, faculty, and postdocs to ensure the success of events held in the department.
• Independently working to identify and resolve event and program needs, including vendor selection and contract negotiations.
• Designing promotional materials (I.e. posters, stickers, flyers, etc.) via Adobe Express + in collaboration with Graphic Arts.
• Serving as the main point of contact for Visitors to the department and Institute.
• Responding to requests and questions from guests and visitors in consultation with the faculty sponsor, director, or chair as appropriate.
• Organizing catering, hotel reservations, travel, meeting information, and room reservations.
• Processing all visitor reimbursements in collaboration with the Local Business Center, troubleshooting payment issues as needed.
• Supporting the communication needs for all events and programs, organizing and updating websites for conferences and workshops as needed.
• Creating payment portals for registration fees.
• Creating Indico websites for each workshop and conference, and supporting training for faculty and postdocs on Indico best practices.
• Creating registration forms and tracking event attendance.
• Processing GEMS transactions and postdoc and student reimbursements.
• Assisting faculty, postdocs, and students with questions as they arise.
• Assisting both the department and institute with website maintenance and updates.
• Assisting with day of Audio / visual setups for meetings, colloquia, and workshops.
• Supporting faculty and staff by assisting with hybrid meeting setup.
• Troubleshooting all Zoom and connectivity issues in KICP and A&A, working with IT staff as needed.
• Executing day-to-day event logistics, and other moderately complex assignments with some guidance from others.
• Assisting with research, including vendor selection and contract negotiation. Keeping track of all expenses, preparing reports on costs, using existing procedures to solve moderately complex problems as they arise.
• Performing other related work as needed.

Minimum requirements include a college or university degree in a related field. Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline. Preferred qualifications include a bachelor's degree in a related field, experience working in a university setting, proficiency in the Microsoft Office Suite, Zoom, and the Google Suite, and various competencies such as effective communication, project management skills, and resourcefulness.

Application documents required include a resume and references. Cover letter is preferred.