Center Chaplaincy Event Coordinator-Temporary

This is a temporary full-time position with an expected end date of March 15, 2027.

Position Information

Position Title

UIW Mission

University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.

Position Summary

The Center for Chaplaincy Event Coordinator-Temporary will assist with the planning, coordination, and execution of the annual Moral Leadership Symposium held in February 2027. The Center for Chaplaincy Event Coordinator reports to the Executive Director of Chaplaincy Education.
This is a temporary full-time position with an expected end date of March 15, 2027.

This position is not benefits eligible.

Job Duties

Job Duty Name

Description of Job Duties

• Plan, coordinate, and execute from initial concept through completion.
• Coordinate event logistics, including scheduling, locations, setup, equipment, catering, and supplies.
• Communicate with internal departments, vendors, speakers, guests, and event participants.
• Develop and maintain event timelines, checklists, and schedules.
• Assist with event budgets, purchasing, invoices, and expense tracking.
• Coordinate event registration, invitations, attendance, and participant communications.
• Arrange room setups, audiovisual needs, signage, and other event materials.
• Provide on-site support and troubleshoot issues during event.
• Ensure event follows university policies, procedures, and safety requirements.
• Assist with marketing and promotional materials.
• Gather feedback to identify opportunities for improvement for following year
• Perform other duties as assigned.

Qualifications

Knowledge

Skills and Abilities

• Good skills using Microsoft Office Word, Excel, PowerPoint, and Outlook.
• Strong skills in scheduling, logistics, and event operations.
• Budgeting, purchasing, and expense tracking skills.
• Strong oral, written, verbal, and interpersonal communication skills.
• Strong attention to detail.
• Ability to effectively coordinate with vendors, staff, speakers, and event participants.
• Plan and prioritize work effectively while meeting deadlines.
• Manage competing priorities – event planning and coordination of tasks.
• Ability to effectively adapt to changing circumstances and resolve issues efficiently.
• Ability to maintain professionalism in interactions with diverse groups.
• Ability to work effectively with individuals from diverse communities and cultures and within a team environment
• Employees shall adhere to all rules and regulations of the University, the Conference, and the NCAA .

Required Education

Bachelor’s Degree. Note that up to two (2) years of experience will substitute for up to two (2) years of education on a year for year basis.

Required Work Experience

Two (2) yearsof experience in event planning, administrative support, customer service, hospitality, or a related area. Note that relevant academic, volunteer, internship, or campus experience may be considered in lieu of professional experience.

Preferred Qualifications

• Experience working with vendors, internal departments, or external partners.
• Experience in a higher education, nonprofit, or similar organizational environment.

Required Certifications, Licenses or Registrations

None specified.

Work Hours

Typical Monday through Friday 8am to 5pm with occasional extended hours/weekends to meet departmental needs.

Physical Demands

• Ability to lift up to 15 pounds of event equipment and/or supplies.
• Fine motor skills for the appropriate handling of event equipment and supplies.
• Ability to reach overhead, bend, squat to retrieve event equipment/materials.
• Ability to push/pull event carts/wagons…