Events & Operations Coordinator

Position Summary

The Events & Operations Coordinator will provide primary support to the Assistant Vice President of Event Strategy & Management in the logistical planning, execution, and evaluation of major and ongoing College events. This position will work within the Event Operations to coordinate, conceptualize, plan, and implement events, including providing administrative support for programs. The Events & Operations Coordinator will report to the Assistant Vice President of Event Strategy & Management to establish and evaluate overall essential duties and performance evaluations.

Essential Duties And Responsibilities

Support the Assistant Vice President of Event Strategy & Management in ensuring the seamless execution of all event-related activities. Responsibilities encompass, but are not limited to, the coordination of food and beverage services, set design, audiovisual requirements, facilities, transportation, signage management, contract negotiations, budget oversight, travel and concierge arrangements, volunteer management, event and marketing materials, vendor relations, event support staffing, speaker management, sponsor engagement, site and venue coordination, as well as on-site logistics including start-to-finish event execution. Facilitate the logistical planning, execution, and management of events and programs such as: Serve as events team co-lead for Commencement week activities Support Homecoming, Christmas Carol Concert, Founders Day, and Reunion logistics Provide events management for select campus and department events (festivals, visual and performing arts initiatives, etc.) Function as events team liaison to external partners hosting approved events on campus Provide logistical insight and support for Summer Programs. Support day-to-day operations of the Event Operations (answer inquiries, requests and questions, meeting notes, ordering supplies, equipment, etc.) Provide support to the department and the Assistant Vice President of Event Strategy & Management to include general clerical duties such as: Scheduling and monitoring appointments Utilize shared calendaring in Outlook Serve as a key committee member for annual and special events, including Commencement, Baccalaureate ceremonies, Founders Day, College Anniversary events, Inaugurations, and other significant institutional celebrations, contributing to event planning, coordination, and execution. Ensure the accurate gathering and documentation of event details in systems such as Outlook, 25Live, Banner, and other relevant database platforms to maintain up-to-date records and streamline event coordination. Acts as the secondary administrator for the event scheduling software 25Live/ SPELCAL, maintaining system functionality and current data. Provide essential support in managing day-to-day event operations, ensuring the smooth coordination of logistics, resources, and vendor services. Troubleshoot operational challenges as they arise and assist in maintaining efficient workflows throughout the event lifecycle: Develop and implement systems to track, analyze, and report event data and trends, providing actionable insights to improve future event planning and execution. Act as point of contact for operational aspects during event execution, ensuring adherence to established protocols and maintaining high standards of service. Collaborate closely with internal teams and external partners to guarantee the successful implementation of event plans from initiation to close. Monitor inventory, manage event materials, and support post-event evaluations to optimize future operational efficiency. Compile and deliver comprehensive post-conference and training reports, including key outcomes, feedback, and operational insights Identify opportunities to improve operational workflows and contribute to the development of best practices that enhance overall event efficiency and effectiveness. Work collaboratively with the Assistant Vice President of Event Strategy & Management of Special Events and campus budget managers to ensure accurate and timely budget management. Administer invoice processing, budget tracking, and the processing of purchase requisitions, check requests, and expense reports promptly. Oversee payment completion and verify that vendors receive payment within the agreed net payment window. Manage the execution of events independently, including the creation of Event Function Sheets ( EFS ), budget tracking documents, contracts, invoices, and all collateral materials associated with assigned events. Oversee the accurate management, tracking, and alignment of all components with event objectives and organizational standards. Supervise student workers, manage work assignments, and provide guidance to Event Envoys and other pre-alumnae professional development and mentoring programs, fostering growth and achieving program objectives. Collaborate with campus partners, as assigned, to assist in the development and management of mailing lists and RSVPs, while also supporting the updating and monitoring of the master event calendar. Maintain the availability to work evenings and weekends as needed to support major events, special projects, and ongoing industry and constituent programs.

Physical Demands

Ability to stoop, kneel, lift, and carry event materials (up to 25- 50 lbs.) when required. Capability to stand, walk, sit, handle office supplies, operate a computer, and manage essential office equipment for extended periods during event coordination, setup, and execution Required to reach with hands and arms, communicate effectively, and use senses of taste and smell as needed for event tasks, along with vision to perform daily responsibilities effectively.

Required Qualifications

A bachelor’s degree and three years of experience in events management, hospitality, tourism, or operations are required, or an equivalent combination of education and experience. Excellent organizational capabilities, attention to detail, and demonstrated ability to prioritize time to meet deadlines for multiple projects and tasks. Utilize high proficiency in event management software, project management, and productivity tools to ensure smooth event execution. (Microsoft Suite, Teams, Banner, Smartsheet, Canva, etc.) Leverage negotiation and contract management skills. Exceptional verbal and written communication abilities. Ability to work independently as well as collaboratively within a team. Demonstrate a keen eye for detail, creativity, and strong problem-solving skills in event planning and execution. Ability to contribute to the development of strategic initiatives and policy formulation Support student groups and temporary event staff, fostering a collaborative environment. Approach challenges with curiosity, resilience, and a growth mindset, embracing new ideas and adapting quickly to change. Skilled in preparing event plans, Event Function Sheets ( EFS ), proposals, and reports that conform to prescribed style and format. Function effectively in a fast-paced environment and work well under pressure.

Preferred Qualifications

N/A