Staff Posting Details
Position Information
Requisition Number P01338 Position Type Staff Department University Events Working Title Event Coordinator (AA1) Part-Time Classification Administrative Assistant 1 - 08210
Position Summary Information
Nature of position Permanent, Part-time If Temporary, Start Date If Temporary, End Date If part-time, hours per week 20 If part-time, percent time 53.33% Days Worked Monday - Friday Hours/Shift worked 8:00 a.m. - 12:00 p.m. Union AFSCME
Posting Detail Information
Job Summary/Basic Function
About the position:
The Event Coordinator assists the Office of University Events to produce and execute a wide array of events that recognize, celebrate, nurture, and engage donors, alumni, parents, faculty, staff, retirees, and friends, including but not limited to campaign and development-related events, Presidential programming, Commencement, Presidential Gala, Parade etc. This position is responsible for coordinating and executing event details and other duties ensuring Advancement and University Events run smoothly and effectively.
Join Our Team at Millersville University!
Hourly Rate: $23.94
Plus a benefits package designed to support your well-being and future:
- Comprehensive Health Coverage - Medical, dental, and vision insurance
- Group Life Insurance
- Retirement Plans - Choose from two excellent options
- Paid Time Off - Vacation, sick leave, and holidays to recharge
- Full Benefits Summary(PDF)
Why Millersville?
Nestled in beautiful Lancaster County, Pennsylvania, Millersville University is a proud member of Pennsylvania's State System of Higher Education. We're known for:
- Strong student-faculty connections
- 70+ undergraduate and 24 graduate programs
- A stunning campus and vibrant community
- Outstanding job placement for graduates
With over 66,000 alumni across the globe, our impact is far-reaching-and growing.
Our Mission & Values:
At Millersville, we live by our EPPIIC values of Exploration, Public Mission, Professionalism, Inclusion, Integrity, and Compassion.
We are deeply committed to Inclusive Excellence-creating a welcoming, supportive environment where everyone can thrive. We believe diversity is a strength, and we actively seek individuals who bring unique perspectives and experiences to our community.
Equal Opportunity for All:
Millersville University is an equal opportunity employer. We welcome applicants from all backgrounds and are committed to providing a workplace free from discrimination. Individuals from traditionally underrepresented groups are strongly encouraged to apply.
Duties and Responsibilities
Assist Director with:
Event Logistics:
- Plan and coordinate all logistical details for advancement-related events and/or University events, including timeline management to ensure deadlines are met.
- Develop event materials and communications, including print/digital design, presentations, and scripts.
- Manage stakeholder relationships by liaising with internal leadership (president's cabinet, deans, faculty, staff) and external partners.
- Coordinate invite lists and collaborate with advancement staff on distribution.
- Oversee event logistics, including room layouts, materials preparation (nametags, programs, seating cards, etc.), and on-site execution and breakdown.
- Manage vendor relationships, including scheduling and overseeing deliveries and services (e.g., catering, photographers).
- Coordinate volunteers and event staffing support.
- Develop and monitor event budgets, ensuring fiscal accountability.
- Organize and transport event materials to and from the Office of University Events.
Scheduling:
- Develop, update, and maintain scheduling guidelines and utilization standards for event reservations and postings.
- Receive, review and process calendar posting requests, ensuring accuracy, completeness, appropriate categorization, and approval/denial decisions.
- Review, select, and post featured or highlighted events on a weekly basis.
Office Administration:
- Manage office communications, including screening and routing calls, emails, and mail; preparing correspondence; and interacting with internal staff, campus partners, and donors.
- Maintain organized digital and physical filing systems, records, and office/storage spaces.
- Coordinate administrative processes, including requisitions, office supplies, vendor services, and service-related contracts.
- Utilize database systems to retrieve donor, alumni, and constituency information.
- Maintain and update the departmental website as well as other webpages to ensure accurate content, functional forms, and accessible resources.
- Balance multiple priorities and deadlines in a fast-paced environment with frequent interruptions.
- Participate in university committees and work groups relevant to the department.
- Perform other related duties as assigned.
Required Qualifications
- Bachelor's degree and three (3) years of event planning and event coordination, including progressively complex events in advancement, alumni relations, fundraising or hospitality.
- Excellent customer service and communication skills, including the ability to engage effectively with diverse audiences.
- Strong organizational, time-management, and problem-solving skills, with the ability to work independently in a fast-paced, deadline-driven environment.
- Demonstrated integrity and ability to maintain confidentiality.
- Commitment to inclusive practices and working with diverse student populations.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook) and audio/visual teleconferencing tools.
- Successful interview (Including Clerical Testing).
- Successful completion of three background checks.
Preferred Qualifications
- Experience Blackbaud Raiser's Edge software..
- Experience with CourseDog software.
- Experience working in higher education.
Essential Functions
Please Note: These duties are to be performed with or without an accommodation. We are committed to providing reasonable accommodations in accordance with Americans with Disabilities Act (ADA).
- Ability to work in person on campus in an office setting.
- Most work is done at a desk, utilizing a computer and phone.
- Work is normally performed in a typical interior/office work environment.
- Ability to sit for long periods of time.
- Extensive verbal communication skills (provide information and assistance regularly).
- Extensive writing skills (prepare and organize complex documents).
- Understanding of written and verbal directions.
- Intermediate math skills (addition, subtraction, multiplication, division, fractions, percentages).
- Must be able to lift/pull/push up to 10 pounds.
- Dexterity of hands and fingers to operate a computer keyboard and mouse.
Posting Open Date 08/03/2026 Posting Close Date 08/17/2026 Special Instructions to Applicants
- This position is represented by a labor union and is subject to the terms and conditions of the AFSCME Collective Bargaining Agreement.
- Ability to work evenings, weekends, and a flexible schedule as needed.
- Ability to work in person on campus in an office setting.
Quicklink for Posting/Requisition https://jobs.millersville.edu/postings/15360
Applicant Documents
Required Documents
- Cover Letter/Letter of Application
- Resume
Optional Documents
- Curriculum Vitae
- Unofficial Transcripts 1
- Unofficial Transcripts 2
- Unofficial Transcripts 3
- Other Document 1
- Other Document 2
- Reference Letter 1
- Reference Letter 2
- Reference Letter 3
- DD 214
Supplemental Questions
Required fields are indicated with an asterisk (*).