Event Scheduling Coordinator

JOB TITLE: Event Scheduling Coordinator

DEPARTMENT: Event Services

CLASSIFICATION: Full-time, 10-month contract, with benefits

JOB SUMMARY: Responsible for all aspects of conference, event, and meeting planning services. This includes the preparation of audio/visual production, security, custodial, and catering logistics for all conferences, meetings, and events. Responsible for management of all University events. Stewards the Event Management System for coordination of spaces and departments.

Experience Required: Event planning and logistics management. Working knowledge of higher education, productivity software, and event scheduling and planning timelines.

Job Functions:

• Serve as the primary administrator of the Event Management System (EMS), including maintenance of event records, academic schedule imports, scheduling processes, and conflict resolution in partnership with campus stakeholders.
• Manage the annual event calendar and associated planning systems to ensure accurate scheduling, resource allocation, and communication across the university.
• Serve as the primary planning contact for assigned internal and external events, conferences, camps, and facility rentals.
• Guide clients through the event planning process by clarifying needs, confirming expectations, establishing deadlines, and maintaining communication through event completion.
• Develop detailed event plans, timelines, room layouts, setup requirements, staffing plans, and operational documentation for assigned events.
• Determine and document logistical requirements including facilities, equipment, production needs, inventory, room configurations, support services, and resource utilization.
• Coordinate support services across campus departments including Facilities, Dining Services, Custodial Services, Security, Housing, Event Production, Information Technology, and other partners.
• Ensure all events have complete setup, host, execution, and reset plans documented within EMS and communicated to appropriate personnel.
• Process and maintain event information within EMS, Planning Center, Outlook, and other event management systems to support operational readiness and execution.
• Develop proposals, pricing estimates, contracts, and service agreements for external clients and submit recommendations for approval in accordance with university policies.
• Manage event-related financial processes including invoicing, payment collection, credit card reconciliation, journal entries, check requests, budget tracking, and final event reconciliation.
• Establish, communicate, and monitor planning milestones and deadlines to ensure timely completion of event requirements.
• Participate in cross-functional planning teams and committees supporting major events, conferences, and university initiatives.
• Serve as an on-site event host and coordinator to support successful event execution, client experience, and operational problem-solving.
• Provide operational support for event setup, teardown, and special projects as needed, and perform other duties as assigned in support of Event Services and university operations.
• Other duties as assigned.

Personality Traits: This role requires someone who has an eye for details, has advance planning abilities, and pleasant to talk to regarding details of events. They are meticulous for ensuring clear verbal and written communication and will document requests correctly.

Qualifications and Education Required:

• Experience in hospitality, customer service, and event planning is preferred.
• Evidence of ability to work with campus and community constituencies is essential.
• High level of computer skill (previous knowledge and ability to learn new skills) is required.

Working Conditions:

• Office environment. However, this role may be called upon to assist with setup and reset requirements as the need arrises.
• The employee must be able to lift and transport items weighing up to 30 pounds as part of normal job duties, with or without reasonable accommodation.
• May be required to work on occasional nights and weekends.
• Indoor and outdoor locations.

Organizational Relationships:

Reports To: Event Services Manager

Works With: Members of the Event Services team, department leaders, students, internal and external clients.

Supervises: Student workers, volunteers

Evangel University is an equal opportunity employer participating in the E-Verify program.