Event And Operations Coordinator

Position: EVENT AND OPERATIONS COORDINATOR #00096579
Hiring Department

Havener Center Operations

Job Description

This position supports the Manager of Event Services by assisting with event reservations, scheduling, space management, and event coordination to ensure the successful planning and execution of university and community events. The role also coordinates departmental office operations, including administrative support, billing, office resources, calendars, and shared communications, while providing excellent customer service and collaborating with campus partners.

Key Responsibilities:

Client Communication & Reservation Management

* Serve as a point of contact for clients and manage reservation intake. In collaboration with leadership, review, approve, or decline reservation requests in EMS, while providing accurate estimates, drafting contracts, and ensuring all required approvals, documentation, and campus procedures are completed prior to event confirmation.

* Ensure the accuracy and integrity of all reservation data, including dates, times, room assignments, setup details, and associated event requirements, to support seamless execution and minimize operational errors.

* Monitor facility space availability across multiple venues, proactively identifying and resolving scheduling conflicts, and coordinating adjustments to optimize space utilization while maintaining alignment with institutional priorities and policies.

* Communicate clearly, professionally, and with a strong emphasis on hospitality and customer service with clients, campus partners, and internal teams to ensure expectations are aligned and all event details are accurately documented and executed. Foster a welcoming, approachable, and solution-oriented experience for all stakeholders while maintaining accuracy and consistency in event coordination.

Event Preparation & Partner Communication

* Coordinate comprehensive event logistics with internal campus partners, including facilities, custodial services, campus police, catering, parking, and IT, to ensure all operational needs are identified, communicated, and executed effectively.

* Review and assess upcoming events on a weekly basis in collaboration with the Manager of Event Services to verify accuracy of reservations, confirm setup requirements, and proactively address potential conflicts or operational challenges.

* Finalize event details with client and communicate detailed event setup plans to the Manager of Event Services, ensuring all logistical elements are accurate, complete, and aligned with event expectations; serve as a secondary point of contact for event logistics and coordination support as needed.

* Support post-event evaluation processes by participating in debrief meetings, analyzing feedback from surveys, and maintaining accurate documentation to inform continuous improvement and enhance future event delivery.

Invoicing & Post-Event Review

* Conduct weekly reviews of completed events in EMS to ensure accurate event reconciliation, update event statuses for invoicing, and oversee the timely preparation and distribution of invoices to clients in accordance with departmental procedures.

Departmental Duties

* Serve as department timekeeper by reviewing, verifying, and approving staff timesheets in accordance with payroll deadlines and ensuring timely and accurate submission.

* Manage departmental social media accounts by creating, scheduling, and monitoring content that supports engagement, communication, and departmental visibility.

* Oversee administrative operations by ordering office supplies, maintaining office equipment, and managing departmental calendars and shared email accounts to ensure smooth day-to-day workflow and communication.

Minimum Qualifications

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary

Anticipated Hiring Range

The anticipated hiring range for this position has been established as $19.25-$20.19 hourly.

Salary is determined by a variety of factors, including but not limited to, the individual's particular combination of education, skills, and experience, as well as…