Event Coordinator (Program/Project Support Coordinator II)

We are seeking a highly organized and creative Event Coordinator to join the Dean’s central team at the College of Health Sciences. The Event Coordinator will be responsible for planning and executing a wide range of events targeted toward current students, faculty, staff, alumni, and current or prospective donors. The ideal candidate will have a passion for event planning, excellent communication skills, and the ability to engage with diverse stakeholders to create memorable experiences for our College of Health Sciences community. The Event Coordinator role will execute meaningful events that reflect the highest priorities of the college to reflect the growth of the college and expand outreach.

Join us and play a key role in fostering meaningful connections and memorable experiences for our College of Health Sciences community. If you're ready to join a supportive team environment and take on the challenge of planning and executing dynamic events for various audiences, we encourage you to apply for the Event Coordinator position today.

Job Responsibilities:

1. Event Planning and Coordination:

a. Conceptualize, plan, and execute a variety of events, including commencements, State of the College address, awards and recognition ceremonies, Lecture series, tailgates, milestone celebrations, guest lectures, networking receptions, and alumni and donor events, along with supporting departmental programs.

b. Develop event concept, catering and menus, objectives and manage budgets in collaboration with event stakeholders.

c. Coordinate event logistics, including venue selection and reservation, catering and decor, A/V needs, equipment rentals, vendor communications, transportation, and accommodations.

d. Secure necessary permits, licenses, and insurance for events as required.

e. Oversee event setup, execution, and breakdown to ensure smooth operations and adherence to timelines and develop run of show if permissible for each event.

f. Work with stakeholders including Marketing & Communications to develop even invitations and programs.

2. Event Engagement:

a. Collaborate with university departments, alumni associations, and other stakeholders to identify opportunities for engagement through events.

b. Cultivate relationships with CHS departments to understand their interests, preferences, and expectations for events. Uphold the highest standard of customer service for all audiences including event partners and vendors.

c. Develop strategies to increase high-impact engagement and participation at events, leveraging various communication channels and outreach methods.

3. Budget Management:

a. Develop event budgets and manage expenses to ensure events are executed within budgetary constraints.

b. Track event-related expenses and provide regular budget updates to leadership.

4. Marketing and Promotion:

a. Work with the college marketing and communications team to promote events through various channels, including social media, email newsletters, and alumni publications.

b. Create compelling event invitations, promotional materials, and online registration forms to attract attendees.

c. Monitor event registration and follow up to confirm attendance and provide event details.

5. Post-Event Evaluation:

a. Conduct post-event evaluations to assess the success of events and identify areas for improvement.

b. Gather feedback from attendees, sponsors, and event stakeholders to inform future event planning efforts.

c. Prepare post-event reports summarizing key metrics, outcomes, and recommendations for future events.