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You are here: The Job Explorer > Job Description > Events Coordinator

Events Coordinator Duties and Responsibilities

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Purpose of Classification:

Schedules and coordinates public and athletic events, seminars, conferences and services for campus and/or community organizations. Arranges various aspects of events such as security of conference room reservations, technical requirements parking, staffing or various other services. Incumbents are required to maintain a flexible work schedule in order to coordinate and attend evening and weekend events. Maintains on-call status.

Distinguishing Characteristics:

This is second in a series of three classifications and is distinguished from the Events Coordinator, Senior in that incumbents in this classification coordinate, for the most part, a singular type of event such as musical or athletic events that have similar preparatory requirements.

Examples of Duties:

  • Schedules facilities and services for university and outside organizations' events; maintains weekly and monthly facility activities calendar; updates calendar as required.
  • Recommends to supervisor approval or denial of facility rental for specific events by reviewing rental applications.
  • Coordinates with renter's management to negotiate rental costs and determine requirements of renter in regard to technical, security and/or other requirements.
  • Ensures adequate staffing for events and schedules set-up, technical, stage and other crews accordingly; supervises crews during events.
  • Provides assistance and information to faculty, staff and outside organizations regarding facility use and capabilities. Maintains contact with patrons of clients via telephone or written correspondence.
  • Represents university in public relations/liaison capacity on matters relating to events and at departmental meetings.
  • Attends events to facilitate operations and responds to emergencies, problems, etc., ensures all aspects of events are implemented and controlled according to plans.
  • Maintains direct contact with personnel from the various outside organizations and university departments associated with scheduled events.
  • Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records.
  • Coordinates, determines and/or arranges physical maintenance of facility as required; oversees daily security of facility; checks work of staff assigned in these areas.
  • Maintains inventory of facility/department equipment.
  • Compiles material for event program; maintains mailing lists for distribution of event calendar or other pertinent information.

Knowledge, Skills and Abilities:

  • Knowledge of scheduling, box office operations and contract administration.
  • Knowledge of supervisory practices and principles.
  • Skill in public relations and handling complaints.
  • Skill in organization in order to coordinate several events simultaneously.
  • Skill in both verbal and written communication.

Minimum Qualifications:

Bachelor's degree in Business Administration or related field AND two years of experience in facility and/or service administration and coordination; OR, Six years of experience in facility and/or service administration and coordination; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.


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