Events Operations Coordinator

Villanova University

Posting Number: S

Position Title:

Events Operations Coordinator

Position Type:
Staff

Location:

Villanova, PA

Recruitment Type:
Internal/External Applicants

Work Schedule:

full-time/12-months

Avg Hours Week

Department: 005-Office of Mission and Ministry

Position Summary:

Why work at Villanova?
Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2025 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum.
Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

The Events Operations Coordinator plays a central role in supporting the Office for Mission and Ministry's (OMM) division-wide event operations by coordinating the planning, logistics, registration, communications, and execution of events across OMM centers and programs on both the Villanova and Cabrini campuses. This position manages event details from initial preparation through post-event follow-up, including registration forms, invitations, reminders, vendor and campus partner coordination, catering, space reservations, travel logistics, speaker payments, onsite support, setup, breakdown, and supplies management.

Working as an integral member of the OMM administrative team, the position also supports event publicity, calendar coordination, marketing material distribution, and general administrative operations to ensure that OMM events are well organized, mission-aligned, and effectively delivered.

This full-time non-exempt position requires a flexible work schedule and includes regularly scheduled evening responsibilities. This position requires adaptability and the ability to work both independently and creatively in a collaborative environment.

50%
OMM Event Management:

• Create and manage event registration forms using STOVA platform, invitations, and reminders
• Coordinate with University partners to execute successful events, such as Catering, Facilities, Public Safety, Academic departments, and other University divisions.
• Manage food and catering orders for events across all OMM centers.
• Provide on-site event management including setup, troubleshooting, and break down.
• Support post-event communications, reporting, and debriefing.
• Arrange logistical support for special events-Travel/Hotel/Air/Limo.
• Coordinate stipend payments for guest speakers.

30%
Event Support, Materials, and Publicity:

• Coordinate logistics for all-staff internal meetings and events, including space reservations and catering.
• Support individual events managed by other OMM staff through setup, breakdown, and transportation.
• Manage inventory of event related materials, consumables, and supplies for use across the division.
• Collaborate with the Director of Communications in distribution and management of event marketing materials.
• Coordinate annual OMM event calendar and reconcile with University Events Calendar.
• Serve as OMM liaison to University Event Coordinators' Network.

15%
Administrative:

• Work as an integral member of four person OMM Admin Team to provide quality. administrative and operational support throughout the division.
• Attend and actively participate in Staff and Team meetings.
• Attend professional, retreat, evaluation, and planning meetings.
• Meet with Supervisor on a regular basis.

5%
Other Duties:

• Perform other duties and assist with projects as assigned.

Minimum Qualifications:

• High School or GED required.
• Minimum of 5 years working in office setting.
• Proficiency in using Microsoft Office Suite programs, Outlook, internet browsers, Adobe Suite programs and SharePoint.
• Excellent organizational skills.
• Strong attention to detail.
• Event planning experience.
• Ability to…