Event Coordinator, Entertainment & Gaming

REPORTS TO:

Manager of Event Operations and Logistics

JOB STATUS:
Full Time

PRIMARY PURPOSE/

POSITION SUMMARY:

The Event Coordinator provides on-site operational and logistical support for Dominican University events and meetings, serving as a key point of coordination for internal and external clients, vendors, catering, Facilities and Maintenance, and other campus partners. The position helps ensure events are properly prepared, safely executed, and professionally supported from setup through completion. The Event Coordinator supports the Event Services mission by translating approved event plans into successful day-of-event operations, managing event technology, supervising event activity and student staff when assigned, and completing required post-event reporting.

This position works closely with external vendors, catering, Facilities and Maintenance, Campus Safety, technology/AV partners, and event clients. The role will support both internal University events and external events.

This position requires irregular hours, including evenings, nights, and weekends, based on scheduled events and institutional needs.

EXPECTATIONS FOR ALL DOMINICAN EMPLOYEES:

To support the University's mission of preparing students to pursue truth, to give compassionate service, and to participate in the creation of a more just and humane world.

JOB COMPONENTS/

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Vendor & Support Services Coordination: Coordinate with external vendors, catering, and campus service partners to support approved internal and external events. Verify and communicate operational requirements, including certificates of insurance (COI), parking, loading/unloading, access, and related event needs.
• Day-of-Event Facilities & Logistics: Prepare event spaces and place event signage; coordinate with catering, maintenance, Facilities, and other campus partners to ensure room setups, equipment, service areas, and related logistical needs are correct, safe, functional, and ready for guests.
• Event Technology & Hybrid Event Support: Set up, operate, and strike in-room event technology and audiovisual equipment as appropriate to the event. Provide operational support for Zoom meetings, webinars, and other hybrid-event technology when needed.
• Event Supervision & On-Site Coordination: Supervise the operational execution of assigned events, including installation, event activities, and removal/strike as needed. Monitor event conditions and coordinate timely responses to operational issues during the event.
• Student Staff Supervision: Provide direction and on-site supervision to student event staff when deployed, including assigning tasks, monitoring performance, and ensuring staff follow event procedures and service expectations.
• Event Reporting & Reconciliation: Complete post-event reports and provide required event information, including recording links, audience counts, registration wrap-up, and reconciliation information as applicable.
• Client & Campus Partner Communication: Maintain clear and timely communication with event clients and campus partners regarding day-of-event needs, changes, operational issues, and completion of assigned event responsibilities.
• Perform other duties as requested, delegated, or assigned.

QUALIFICATIONS:

• All qualifications are required unless otherwise indicated.
• Bachelor’s degree and relevant experience in event coordination, hospitality, facilities operations, audiovisual support, or related field.
• Demonstrated ability to coordinate multiple operational tasks and priorities in a fast-paced event environment.
• Must have the ability to work a flexible schedule, including evenings and weekends, based on event schedules.
• Ability to safely perform the physical requirements associated with event…