MIU - Event Services Coordinator

This is a Temporary position

The Event Services Coordinator provides administrative, communication, registration, and logistical support for university events, conferences, meetings, and special programs. This position works closely with event leads, university departments, presenters, participants, and campus service departments to help ensure that events are organized and participants receive timely and professional communication.

The Event Services Coordinator is not responsible for overall event planning, program development, or event management. Rather, the position supports the individuals responsible for an event by coordinating administrative details, maintaining event information, assisting with registration and communications, and helping prepare for successful event execution.

• Prepare and distribute event-related emails, announcements, confirmations, reminders, and participant communications.
• Respond to routine questions from registrants, attendees, speakers, guests, and university departments.
• Maintain event contact lists, distribution lists, schedules, registration information, and other event records.
• Assist with preparing invitations, informational materials, agendas, schedules, participant instructions, and other event documents.
• Maintain organized electronic files and documentation for assigned events.

• Set up and maintain event registration processes using university-approved registration platforms.
• Monitor registrations and maintain accurate participant information.
• Send registration confirmations, reminders, event instructions, and follow-up communications.
• Assist participants with registration questions, changes, cancellations, and other routine requests.
• Prepare registration reports, attendee lists, name badges, check-in materials, and related documentation.
• Assist with event check-in and registration activities when needed.

• Assist event leads with tracking deadlines, assignments, and outstanding event requirements.
• Coordinate routine logistical requests with university departments such as Facilities, Food Services, Guest & Conference Center, Transportation, Information Technology, Audio/Visual, Security, and Custodial Services.
• Assist with gathering information regarding meeting spaces, room arrangements, catering requirements, transportation, technology, signage, and other event needs.
• Confirm logistical arrangements with appropriate departments prior to events.
• Assist with preparation of event materials, packets, signage, schedules, supplies, and participant materials.
• Help identify unresolved logistical issues and bring them to the attention of the event lead.

• Provide on-site administrative and logistical support for selected events as assigned.
• Assist with registration and attendee check-in.
• Help distribute materials and provide participants with directions and event information.
• Communicate logistical issues to the appropriate event lead or university department.
• Assist with last-minute administrative needs during events.

• Assist with participant follow-up communications and surveys.
• Maintain attendance and registration records.
• Compile basic event information and reports as requested.
• Organize and archive event documentation for future reference.
• Assist with identifying administrative or logistical improvements for future events.

The Event Services Coordinator provides support rather than overall event ownership. The position does not independently determine event programming, budgets, contracts, major vendor selections, event strategy, or institutional commitments unless specifically delegated.

The Event Services Coordinator works under the direction of the individual responsible for each event and is expected to proactively manage assigned administrative and logistical responsibilities while escalating decisions requiring event-owner or management approval.

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• Strong organizational and…