Events Coordinator

Overview

Zaytuna College is America’s first accredited Muslim liberal arts college that offers undergraduate and graduate degrees. A central goal of the College is to reintegrate the once vital and influential voice of Muslim thought and erudition back into the ongoing conversation of great ideas, which is informed largely by shifting Western values, and to do so within the context of our new, globalized society and in the manner articulated by the College’s mission statement: “to educate and prepare morally committed professionals, intellectuals, and spiritual leaders, who are grounded in the Islamic scholarly tradition and conversant with the cultural currents and critical ideas shaping modern society.”

Position Summary

The Events Coordinator, as a member of the Events Team, is responsible for coordinating major and minor college events and serves as a liaison to the Dining Services Team. The position’s primary responsibility is the management of event logistics from planning to post-event evaluation. Since events are physical manifestations of an institutional brand and standards, a critical hallmark of this role is to uphold a service-oriented approach towards event owners, campus guests, and the broader standards of beauty and excellence.

Events are mostly initiated by a special interest group to support public programs, internal college-wide activities, fundraising, student life, administrative affairs (e.g., faculty and board meetings), or private guests of the college president. When an individual or group submits an event request, they are accountable to the event’s final outcomes, while the Events Team is responsible for the logistics and project management to enable their success.

For smaller meetings or events, the Coordinator may provide limited manpower and instead offer guidance to others where appropriate, while ensuring that logistics, service, and hospitality standards are consistently met by everyone college-wide. The Coordinator is also responsible for ensuring the Events Team’s resources are properly organized, stored, and maintained. Depending on skillsets and institutional needs, the Event Coordinator may be asked to provide more than a logistical role, such as emceeing or speaking at an event or creative support with interior décor.

Events include, but are not limited to: commencement, certificate ceremonies, campus-wide or special interest group meetings or lectures student orientation, student life activities, dining events, open houses, online fundraisers, regional fundraisers, public events on campus, online recordings in the campus studio, special guest visits, and participation in conferences hosted by others through the program and/or promotional booths.

The Events Coordinator also serves as a liaison to the Dining Services Team, which consists of multiple dining staff led by one head chef. The primary responsibility as a liaison is to ensure that the logistical needs of their team are sufficiently met and that their team is well coordinated with the other offices they serve.

Essential Functions

• Event Management
• Understand the unique needs of the offices requesting support and deliver on those expectations.
• Develop and document event management standards, policies, and procedures where needed.
• Apply and enforce standards of excellence for all events and programs.
• Oversee and manage events and activities as identified by the concerned department, including project management, stakeholder management, and the development of a plan with deliverables, assignments, budgets, and timelines.
• Oversee relevant inventory and ensure the appropriate standards, quantities, and logistics related to campus equipment, supplies, accessories, etc. are maintained.
• Solicit, negotiate, and procure products or services to support events. Maintain and institutionalize professional relationships with vendors.
• Track expenses and manage each event budget carefully.
• Work very closely and effectively with the staff who support interior design as well as other office liasons to ensure strong inter-office communication.

Dining Services

• Serve as a liaison between the Events Team and the Dining Services Team…