Event Coordinator, Administrative​/Clerical

Position: Event Coordinator (77706)
Position Summary:

The Event Coordinator is responsible for planning, coordinating, and executing small to mid-size conferences, programs, and events for the Office of Conference Services (OCS). This role serves as a primary point of contact for clients and campus partners and provides operational, logistical, and administrative support to ensure high-quality event delivery. The ideal candidate is highly organized, customer-focused, and capable of managing multiple events simultaneously in a fast-paced, deadline-driven environment.

Duties and Responsibilities:

• Coordinate the planning and execution of conferences, programs, athletic events, and special events from inquiry through completion
• Serve as a contact for event inquiries, clients, vendors, and campus partners
• Manage event timelines, logistics, and on-site coordination to ensure seamless execution
• Reserve and manage campus spaces and resources using the University's master scheduling system (25
  
  Live)
• Prepare and track contracts, proposals, invoices, deposits, and internal documentation
• Manage and process payments, and assist with financial reporting
• Coordinate event set-ups, catering, audiovisual needs, staffing and all other resources in collaboration with Dining Services and other campus departments
• Maintain accurate event records, client files, correspondence, and post-event communications
• Track attendance and event performance metrics; prepare summary reports as needed
• Provide site tours and consultations to prospective clients and campus partners
• Coordinate event promotion timelines and collaborate with Communications and Marketing to ensure consistent branding and messaging
• Maintain and update OCS website content and social media platforms related to events
• Assist in the training, scheduling, and supervision of seasonal and student event staff
• Record and distribute meeting minutes for interdepartmental meetings
• Support summer conference operations, including housing reservations
• Maintain internal event calendars for New Rochelle and Bronxville campuses
• Provide administrative support for manager expenses, reporting, and special projects
• Ensure compliance with University policies, safety procedures, and service standards
• Perform other duties as assigned by the Manager of Conference Services

Qualifications:

• Bachelor's degree in Event Management, Hospitality, Communications, Business Administration, or a related field preferred, but not required
• Minimum of two (2) years of experience in event coordination, conference services, hospitality, or a related field
• Experience managing multiple events simultaneously and coordinating logistics
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and event scheduling software (25
  
  Live or similar)
• Knowledge of basic budgeting, invoicing, and expense tracking

Skills and

Competencies:

• Strong organizational and project management skills
• Excellent written, verbal, and interpersonal communication abilities
• High level of customer service and professionalism
• Ability to prioritize tasks, meet deadlines, and adapt to changing priorities
• Attention to detail with strong follow-through
• Ability to work independently and collaboratively across departments
• Comfort with data tracking, reporting, and administrative systems
• Flexibility to work evenings and weekends as required by event schedules

About Iona University/EEO language

Founded in 1940, Iona University is a master's-granting private, Catholic, coeducational institution of learning in the tradition of the Edmund Rice Christian Brothers. Iona's 45-acre New Rochelle campus and 28-acre Bronxville campus are just 20 miles north of Midtown Manhattan. With a total enrollment of nearly 4,000 students and an alumni base of more than 50,000 around the world, Iona is a diverse community of learners and scholars dedicated to academic excellence and the values of justice, peace and service.

Iona is highly accredited, offering undergraduate degrees in liberal arts, science and business administration, as well as Master of Arts, Master of Science and Master of Business Administration degrees and numerous advanced certificate programs. Iona students enjoy small class sizes, engaged professors and a…