Commencement & Events Coordinator

Commencement & Events Coordinator

* 498431

* Staff

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Department:
Commencement & Events Coordinator

Campus

Location:

Wichita, KS - WSU Metroplex

Hire Type:
Full Time

Pay:
Pay range is $17.00 - $21.44 depending on experience

Work Schedule:

M-F, 8:00 am - 5:00 pm, Occasional evening and weekends

Export Compliance Requirement:
No export control requirement.

Job Story

Wichita State University is seeking a highly organized and detail-oriented Commencement & Events Coordinator to join our team of event professionals. This position will plan, coordinate, and execute commencement ceremonies and other University events for WSU campus and community. This role plays a critical part in ensuring high-quality experiences by coordinating logistics, facilities, services, and on-site operations.

The ideal candidate is a strong project manager with excellent communication skills, the ability to manage multiple timelines, and has experience coordinating both large and small scale events in a complex organizational environment.

Job Summary

Develops, coordinates and/or executes event planning. Coordinates events to facilitate effective presentation of programs or events.

Essential Functions

Performs public relations, sponsorship, hospitality, and/or project management for events. Coordinates all amenities, accommodations and/or production of materials and resources for events, as well as any associated contract negotiations. Maintains events calendar and/or records. May conduct post-event evaluations. Adheres to event budgets and/or maintains financial information.

Job Duties

* Coordinate logistics for conferences, meetings, and multi-day events

* Serve as a primary point of contact for clients, from initial planning through event completion

* Develop event plans, run-of-show documents, and detailed production schedules

* Manage event budgets, contracts, and vendor relationships

* Oversee event-day operations, including staff and volunteer supervision

* Ensure events reflect university branding, values, and inclusivity standards

* Plan and coordinate all aspects of commencement ceremonies, including logistics, timelines, venues, staging, seating, volunteers, and guest services

* Coordinate space reservations, room setups, audiovisual needs, catering, lodging, parking, and signage

* Coordinate speaker logistics, VIP protocols, and ceremonial traditions

* Serve as a liaison with academic units, facilities, students, vendors, volunteers, and external partners

* Conduct post-event evaluations and implement process improvements

Required

Education and Experience:

* High school diploma or equivalent

* One (1) year of experience in office, event coordination or related field

Required License/Certifications/Training:

* None

Knowledge, Skills and Abilities:

* Strong organizational and project management skills

* Excellent written and verbal communication skills

* Ability to manage multiple priorities under tight deadlines

* Proficiency with event planning tools, spreadsheets, and basic budget tracking

* Ability to work occasional evenings and weekends as required for events

* Excellent customer service and communication skills

* Ability to manage multiple events and deadlines simultaneously

* Familiarity with academic traditions and university governance structures

* Knowledge of accessibility and inclusive best practices

Preferred Qualifications:

* Bachelor's Degree

* 2-4 years of experience coordinating events

* Experience in higher education settings

* Planning ceremonial or large-scale events

* Coordinating volunteers or temporary staff

* Using and managing registration systems

* Planning and executing marketing initiatives

Physical Requirements:

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information. Ability to move, transport, and/or deliver items, supplies, or equipment. Ability to move or traverse across campus, within buildings and offices, and/or across external environments. Ability to travel in a vehicle for distances including but not limited to across city, county, and state.

Additional Physical Requirement:

Light Work:
Exerting up to 20 pounds of force occasionally and/or negligible amount of force to constantly move objects. Light work involves remaining stationary most of the time.