Event Coordinator, Entertainment & Gaming

Overview

Posting Number: S14656P

Working Title:

Event Coordinator

Department: PSO-Cont Ed-Event Management

Location:

Athens Area

Posting Type:
External

Proposed Starting Date: 03/02/2026

Advertised Salary: $42,

Full/Part time:
Full Time

Benefits Eligibility:
Benefits Eligible

Minimum Qualifications:

Bachelor’s degree in a related field or equivalent

FLSA:
Exempt

FTE: 1.00

Open until filled:
Yes

Contact Details:
For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name:
Leta Salazar

Recruitment Contact Email: leta.salazar

Duty/Responsibilities and requirements are described below.

The Event Coordinator is the primary client contact for event logistics, manages assigned events from sales turnover through onsite execution and post-event financial reconciliation, and ensures coordination among internal departments to deliver service in accordance with Georgia Center and University standards. Responsibilities emphasize detailed planning, communication, execution, and follow-through to ensure successful events and accurate billing.

• Independently manage a portfolio of 10–15 events per month, including multi-day programs of up to 100 participants and single-day events with attendance up to 400.
• Client consultation, event detailing, coordination of space and services, development of timelines, collaboration with internal stakeholders, and on-site execution.
• Receive events through formal sales turnover and assume ownership of all event logistics.
• Serve as the primary point of contact for clients for all event planning and coordination needs.
• Coordinate hotel room blocks, meeting room assignments, room setups, A/V needs, catering details, registration logistics, and vendor requirements.
• Create detailed client event diagrams and floor plans to reflect room layouts, staging, seating, and traffic flow.
• Lead pre-event planning meetings and communicate all event details to internal departments.
• Prepare, distribute, and update Banquet Event Orders (BEOs) and event documentation.
• Provide onsite event support, including client check-ins, room inspections, troubleshooting, and coordination with operational teams.
• Ensure all event components are executed according to client expectations and Georgia Center standards.

• Maintain accurate client and event records in the Event Management Software and Facilities Management System.
• Review all event charges for accuracy prior to billing.
• Work directly with Business & Finance to ensure timely and accurate client invoicing.
• Resolve billing discrepancies and follow through on post-event financial adjustments.
• Generate reports and maintain documentation related to assigned events.

• Partner closely with Event Services, Food & Beverage, Hotel, and A/V teams to ensure operational alignment.
• Provide coverage and assistance for team members’ events as needed.
• Communicate changes clearly and promptly to all stakeholders.
• Provide on-site event support which may include work outside of the Monday-Friday, 8-5 norm. This includes meeting with the client, checking room sets, A/V, and banquet orders, ensuring the client is aware of locations of different activities and providing the onsite contact information for additional support needed during their event. Event Support may include work on team member’s events and may be outside of the Monday-Friday, 8-5 norm.

• Educate and introduce clients to other applicable and available GC services (Registration, Graphic Design, Exhibit Services).
• Support departmental projects and operational initiatives as assigned.
• Contribute to continuous improvement of event coordination processes.
• Attend meetings & trainings as assigned.

EEO Policy Statement:
The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the…