"Event Coordinator (AA1) Part-Time"

Job Summary/Basic Function

About the position: The Event Coordinator assists the Division of Advancement, as well as the University (when assigned), to produce and execute a wide array of events that recognize, celebrate, nurture, and engage donors, alumni, parents, faculty, staff, retirees, and friends, including but not limited to campaign and development-related events, Presidential programming, Commencement, etc. This position is responsible for coordinating and executing event details and other duties ensuring Advancement and University Events run smoothly and effectively.

Join Our Team at Millersville University!

Position Salary: $23.47 hour

Plus a generous benefits package designed to support your well-being and future:

• Comprehensive Health Coverage – Medical, dental, and vision (prorated rates)
• Group Life Insurance
• Retirement Plans – Choose from two excellent options
• Paid Time Off – Vacation, sick leave, and holidays to recharge
• Full Benefits Summary (PDF)

Why Millersville?

Nestled in beautiful Lancaster County, Pennsylvania, Millersville University is a proud member of Pennsylvania’s State System of Higher Education. We’re known for:

• Strong student-faculty connections
• 70+ undergraduate and 24 graduate programs
• A stunning campus and vibrant community
• Outstanding job placement for graduates

With over 66,000 alumni across the globe, our impact is far-reaching—and growing.

Our Mission & Values:

At Millersville, we live by our EPPIIC values of Exploration, Public Mission, Professionalism, Inclusion, Integrity, and Compassion. We are deeply committed to Inclusive Excellence—creating a welcoming, supportive environment where everyone can thrive. We believe diversity is a strength, and we actively seek individuals who bring unique perspectives and experiences to our community.

Equal Opportunity for All:

Millersville University is an equal opportunity employer. We welcome applicants from all backgrounds and are committed to providing a workplace free from discrimination. Individuals from traditionally underrepresented groups are strongly encouraged to apply.

Duties and Responsibilities:

Assist Director in the following areas:

Events:

• Coordination of details for advancement-related events and/or University events.
• Monitoring event timelines to ensure deadlines are met.
• Design-related event aspects for print or digital.
• Preparation of presentations and scripts, as necessary.
• Coordination of invite lists and share as appropriate with key advancement staff.
• Create and revise room layouts for each event.
• Managing on-site production and cleaning up for events, as necessary.
• Calculate budgets and pricing data with regards to reports and maintaining fiscal accountability for events and the office.
• Prepare nametags, materials, programs, gift bags/gifts, registration lists, seating cards, name cards, etc.
• Interact with president’s cabinet and his/her staff, deans, faculty, staff, campus departments, as well as external entities on various levels of research, booking, arrangements, including catering and venue data.
• Liaison for internal and external constituencies for events before, during, and after an event.
• Communicate with and manage local vendors with respect to scheduling deliveries of goods/services on site for events.
• Coordinate volunteers.
• Schedule and direct photographers.
• Organize all event materials for delivery on site to and from the Office of University Events.

Scheduling and Event Calendaring:

• Developing, updating, and maintaining scheduling guidelines and reservations.
• Receive, review and process requests for Astra (current University scheduling and calendaring software program) log-ins.
• Provide training for new Astra users and updates for current users.
• Responsible for receiving, reviewing, and processing approvals/denials and calendar posting requests.
• Establish and maintain preferred standards of utilization for all events/event postings.
• Review all requested calendar postings for appropriate and accurate content, complete details, and categorization.
• Provide guidance to users on how to improve postings.
• Review, select and post featured/highlighted events on a weekly basis.
• Troubleshoot issues, proactively seek out, develop, and implement solutions.

Office Administration:

• Support the Director of University Events in regard to the University’s scheduling and calendaring software and provide training and assistance to users on the capabilities of software.
• Screen and route telephone calls, emails (including the generic department emails), mail, etc. to the appropriate personnel, and provide responses, as needed.
• File, update and organize documents, including digital records.
• Maintain organized office and storage spaces.
• Balance multiple tasks and deadlines with interruptions of phone calls and walk-ins in a busy office environment.
• Manage correspondence, including thank-you correspondence, reports, and data lists, as appropriate.
• Interact and work closely with other staff within the division of Advancement, as well as other on-campus departments and donors.
• Assist with all requisitions (i.e., office supplies), vendor services and service-related contracts.
• Use database to obtain donors, alumni, and other constituency information.
• Maintain the departmental website to accurately represent departmental information and available resources, including staff and contact information, campus venue descriptions and links to university services such as catering and facilities. Ensure online request forms are functioning properly.
• Support university initiatives by serving on committees and work groups relevant to position/department (i.e., Campus Calendaring Committee, Commencement Committee, etc.).
• Perform other related duties as may be assigned by the Director of University Events, and/or the Vice President for Advancement.

Required Qualifications

• Bachelor’s degree and three (3) years of event planning and event coordination.
• Progressively complex event planning experience in special events, alumni, development, fundraising or campaign work and/or experience in hospitality industry.
• Excellent customer service skills.
• Excellent oral, written, and interpersonal communication skills.
• Excellent organizational skills.
• A high degree of integrity and adherence to confidentiality.
• Comfort with flexible, dynamic, fast-paced work environments; a sense of urgency and attention to deadlines and details.
• Willingness, and ability to pursue and adopt new ideas, information and technology, to process and summarize information.
• Evidence of independent judgement, personal responsibility, and anticipatory thinking.
• Demonstrated ability to communicate effectively with people from varied social, educational, and economic backgrounds and demonstrate sensitivity to ADA, diversity and multicultural issues in a fast-paced work environment.
• Proficiency in Microsoft Office including Word, Excel, PowerPoint, Teams, and Outlook as well as audio/visual teleconferencing software.
• Commitment to inclusive practices and working with diverse student populations.
• Successful interview (Including Clerical Testing).
• Successful completion of three background checks.

Preferred Qualifications

• Experience using student information systems.
• Experience with Raiser’s Edge database, Astra software, and/or CourseDog, software.
• Experience working in higher education.

Job Description

Essential Functions

Please Note: These duties are to be performed with or without an accommodation. We are committed to providing reasonable accommodations in accordance with Americans with Disabilities Act (ADA).

• Most work is done at a desk, utilizing a computer and phone.
• Work is normally performed in a typical interior/office work environment.
• Ability to sit for long lengths of time.
• Extensive verbal communication skills (provide information and assistance regularly).
• Extensive writing skills (prepare and organize complex documents).
• Understanding of written and verbal directions.
• Intermediate math skills (addition, subtraction, multiplication, division, fractions, percentages).
• Must be able to lift/pull/push up to 10 pounds.
• Dexterity of hands and fingers to operate a computer keyboard and mouse.

To apply, please visit: https://jobs.millersville.edu/postings/13910