Event Coordinator

Position Description Event Coordinator JOB PURPOSE The Event Coordinator will i ndependently plan and implement logistics of in -person meetings and events including budgeting overseeing events on the day of problem -solving welcoming guests coordinating and participating in event set -up communicating with staff organizing and managing vendor relationships responding to attendeespeaker sponsor needs. This position coordinates and schedules events through the master calendar manages contracts insurance and logistics for events and i nterface s with campus service providers to include catering facilities public safety and media services. ESSENTIAL FUNCTIONS The duties and responsibilities of an Event Coordinator center on planning and managing events of varying sizes and purposes. Coordinators have to understand what it takes to make sure the logistics work out keep everything within the allocated budget and ensure that the event itself is carried out smoothly. Here are the most essential duties and responsibilities of time Event Planning & Logistics 65 Serve as the primary point of contact for assigned conferences meetings and special events. Coordinate all aspects of events from initial inquiry through post -event follow up. Schedule all event space utilizing scheduling software . Conduct site visits and facility tours for prospective clients. Meet with clients to determine event objectives timelines logistical requirements and budgets. Contract rental agreements for external events. Generate each event in the event management systems ensuring all details are accurately documented. Monitor approved vendor contracts and adjust event logistics as needed to ensure successful event outcomes. Ensure signed contracts and appropriate insurance is received. Build and maintain strong relationships with internal departments and external clients. Work collaboratively with campus partners. Serve as a liaison to include Facilities Media Services Dining Services Public Safety and MarketingCommunications. Ensure all vendor deposits and invoices are sent and processed by client andor campus partners. Ensure compliance with institutional policies space -use guidelines and risk -management procedures. Event Support 20 Coordinates materials necessary for conferenceprogram packets including nametags campus maps agendas etc. Provides day of event support Maintains well documented accurate organized and up -to-date file management to serve clients in the most expedient organized and knowledgeable manner Schedules after action reviews for each large conferenceprogram Financials 15 Ensure all vendor deposits and invoices are sent and processed by Seminary client. Support the business manager with invoice preparation and other administrative financial tasks to ensure timely and accurate billing. Total 100 OTHER FUNCTIONS Support the front desk associate as needed answering phone calls guest check -in and check -out make guest reservations etc. Serves as requested on committees task forces and community groups partners with standing committees and organizations in the region to share best practices and build partnerships. QUALIFICATIONS CREDENTIALS REQUIRED CREDENTIALS REQUIRED • 5 years of experience in Conference Event planning • Detail orientated • Excellent organizational skills • Excellent communication and interpersonal skills • Decision -making ability • Proficiency with the Event Management System • Proficiency in Microsoft application • Full understanding of the components of an event agreement • Flexibility to work Weekend and nights PREFERRED QUALIFICATIONS AND SKILLS • Bachelors Degree • 3-5 years of experience in a higher -ed setting • Experience with database management systems • Experience in financial procedures regulations and systems PHYSICAL ENVIRONMENTAL DEMANDS Ability to be mobile on campus works in office environment lifts up to 10 lbs. remain in a stationary position 25 of the time wrist and hand movement related to computer work This description reflects essential functions of the position it does not restrict tasks that may be assigned or changed at any time. Prepared by Amy EhlinChrissy Asterito Date August 3 2026