Event Services Specialist

UNIVERSITY EVENTS AND CONFEREN (UA-UECO-IUBLA)

The University Events team, provides strategic leadership to protect, advance, and elevate the university's brand and reputation in Indiana and around the world. The University Events team strives to create world-class events and experiences for Indiana University (IU).

The Event Coordinator supports the planning and execution of a diverse portfolio of university events while providing comprehensive administrative support throughout the event lifecycle.

• Serves as the lead planner for assigned events, collaborates with event managers to support additional events, and performs a variety of administrative and operational tasks that contribute to the successful delivery of high-quality events and experiences.
• Serves as the primary event coordinator for assigned university events, managing event logistics including venue selection, budget tracking, catering coordination, registration management, and other event-related requirements to ensure successful execution.
• Collaborates closely with University Events production and communications teams to coordinate event-related audiovisual, staging, technology, branding, signage, and communication needs.
• Assists with the preparation and setup of event spaces, including registration areas, event décor, room layouts, signage placement, and general event readiness activities.
• Supports on-site event operations by coordinating logistics, monitoring event timelines, assisting guests and stakeholders, and addressing event-related needs as they arise.
• Maintains detailed event timelines, planning documents, and project records to ensure effective communication, organization, and coordination among campus partners, vendors, and event stakeholders.
• Works closely with the Director of Special Events to coordinate ceremonial event responsibilities, including commencement-related logistics, regalia and honor cord management, platform party coordination, and other event-specific ceremonial requirements.
• Completes a variety of event-related administrative functions, including managing RSVP processes, preparing and organizing nametags, place cards, event materials, registration records, and other event support resources.
• Utilizes university business systems and software applications to maintain records, generate reports, analyze data, and track event logistics, attendance, expenditures, and project milestones.
• Receives, screens, responds to, and appropriately routes inquiries received through departmental email accounts, telephone calls, and mail correspondence, providing timely and professional customer service.
• Assists with financial administration for events by initiating purchase requests, processing invoices, reconciling expenses, maintaining budget documentation, and supporting other event-related financial activities.
• Maintains inventory of office and event supplies and coordinates procurement activities to ensure adequate resources are available to support departmental operations and events.
• Works closely with student interns and support staff to coordinate assignments, provides training and guidance, monitors project completion, and supports successful event execution and departmental operations.

• Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events.
• Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
• Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
• Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
• Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events.
• Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
• May delegate administrative tasks to Event Services Coordinators.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum…