Events Coordinator

The Building & Services Department supports The Hormel Institute's mission by aligning facilities, operations, safety, and event services with institutional strategy and research needs. The department maintains safe, efficient, and welcoming environments through proactive maintenance, custodial services, safety oversight, and building operations. By delivering customer-focused service, managing complex projects, and overseeing third-party rentals and leases, Building & Services ensures that physical infrastructure and shared spaces serve as strategic assets that support scientific productivity, collaboration, and long-term growth.

The Events Coordinator provides comprehensive administrative, financial, and logistical support for institutional events and event planning committees at The Hormel Institute (HI). This position coordinates event planning and execution, manages event- and facilities-related budgets, and supports departmental operations related to events, facilities, and external engagement.

Reporting directly to the Director of Building & Services, the Events Coordinator manages a complex portfolio of institutional initiatives and exercises independent judgment in planning, prioritizing, and implementing administrative, financial, and operational functions. The role serves as a strategic partner to leadership, committees, and external stakeholders by driving process improvements, ensuring regulatory and policy compliance, and supporting both short- and long-term planning for events, facilities operations, and institutional engagement. The position requires strong organizational skills, attention to detail, and the ability to manage multiple concurrent priorities and deadlines. The employer retains the right to change or assign other duties to this position.

Focus of Job Responsibilities

Events Administration. - 40%

* Serves as the primary communications liaison for institutional events, working closely with HI leadership, internal teams, and external stakeholders.
* Participates as an active member of major event planning committees, providing administrative, logistical, and coordination support.
* Oversee the administrative and operational framework for institutional event programs, including development and maintenance of standardized processes, documentation, workflows, and compliance protocols aligned with University, collegiate, and regulatory requirements.
* Plans, coordinates, and executes a wide range of institutional events, including seminars, data clubs, recognition events, symposiums, workshops, meetings, and large annual offsite employee appreciation events.
* Develops, manages, and oversees event- and facilities-related budgets, including forecasting, reconciliation, financial reporting, and authorization of expenditures; reviews and processes financial transactions in compliance with University policies and provides budget analysis to support leadership decision-making and long-term planning.
* Partners with the Marketing & Communication teams on the development and execution of communications strategies related to events, sponsorships, and external engagement, ensuring alignment with The Hormel Institute's mission, branding, and outreach goals.
* Tracks and analyzes event participation and feedback; prepares summaries and reports for leadership and planning committees.
* Serves as the logistical and project coordination lead for internal events, ensuring timely execution, clear communication, and alignment across departments.
* Conducts operational analysis and prepares recommendations to support continuous improvement, resource planning, and long-term event and facilities strategy.
* Provides functional guidance to staff, student employees, volunteers, and cross-departmental project teams by assigning work, establishing priorities, and monitoring progress to ensure high-quality and timely outcomes.
* 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, insurance, and legal requirements.
* Coordinates required licensing, permits, and approvals for events and ensures compliance with University food, beverage, and regulatory policies.

External Event Coordination- 15%

* 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.

Logistical Meeting Preparation- 15%

* Prepares meeting and event spaces, including coordination of IT equipment, materials, and room setup.
* Coordinates food and beverage services in accordance with University policy.
* Oversees post-meeting and post-event cleanup and space restoration.

Paint the Town Pink Coordination - 15%

* In collaboration with our Development and External Relations team, serves as the primary community contact for new and existing PTTP events.
* Supports external event organizers in developing PTTP activities and coordinating schedules to maximize alignment and impact.
* Represents The Hormel Institute at assigned PTTP events and serves as a liaison to community partners.

Meeting Facilities Management - 10%

* Ensures all meeting and event spaces, including kitchens and storage areas, are maintained in an event-ready condition.
* Purchases, tracks, and manages event-related inventory, including food and beverage supplies, materials, and general event resources.

Other related duties as assigned - 5%

Flexible Work Profile

The Research and Innovation Office (RIO) and The Hormel Institute endorses a "work with flexibility" approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote. Because we are a land-grant institution that serves the state, the University will continue to- in most cases- expect employees to live in Minnesota.

This position has been designated as eligible for Flexible Work Profile One.
Flexible Work Profile One, Office/Lab-Based - is expected to work primarily on-site in the office/lab. Only occasionally and inconsistently working remotely. Your office will be located at The Hormel Institute in Austin, Minnesota. The Hormel Institute management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

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 occasionally be available evenings and weekends as required.
* Experience handling sensitive and/or confidential information with tact and diplomacy.
* Experience analyzing and solving complex situations and issues clearly, creatively, and critically.
* Demonstrated clear and excellent oral, written, and interpersonal communication skills.
* Demonstrated organizational skills, timeliness, accuracy, and attention to detail.
* Ability to anticipate the needs of others and take appropriate action as needed.
* Demonstrated proficiency in Microsoft Office Suite and Google Applications.

Preferred Qualifications

* A highly effective team player, with the ability to also be independently effective.
* Experience successfully managing multiple projects simultaneously with attention to details.
* Commitment to building a culture that respects and embraces diversity, inclusion, and equity.
* Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion.
* Experience drafting and preparing letters, memos, spreadsheets and other office documents.
* Experience and high level of skill managing schedules using electronic calendaring software.
* Experience in making travel arrangements for executives or faculty.
* Experience scheduling meetings and special events, often requiring sensitive, timely communications with faculty, coordination with University offices, and external stakeholders.
* Ability to prioritize and make daily decisions regarding the Leadership's calendar.
* Experience with financial processing including, but not limited to: purchasing card reconciliation, purchase orders and reimbursement.
* Experience using UMN specific programs such as Chrome River, PeopleSoft, and Umarket.

Physical & Environmental Requirements

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

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 Range: $29.98-$32.51; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

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 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.

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.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

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.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).