Event Services Specialist

Serves as the primary event coordinator for assigned university events, managing event logistics including venue selection, budget tracking, catering coordination, registration management, and other event-related requirements to ensure successful execution.

Collaborates closely with University Events production and communications teams to coordinate event-related audiovisual, staging, technology, branding, signage, and communication needs.

Assists with the preparation and setup of event spaces, including registration areas, event décor, room layouts, signage placement, and general event readiness activities.

Supports on-site event operations by coordinating logistics, monitoring event timelines, assisting guests and stakeholders, and addressing event-related needs as they arise.

Maintains detailed event timelines, planning documents, and project records to ensure effective communication, organization, and coordination among campus partners, vendors, and event stakeholders.

Works closely with the Director of Special Events to coordinate ceremonial event responsibilities, including commencement-related logistics, regalia and honor cord management, platform party coordination, and other event-specific ceremonial requirements.

Completes a variety of event-related administrative functions, including managing RSVP processes, preparing and organizing nametags, place cards, event materials, registration records, and other event support resources.

Utilizes university business systems and software applications to maintain records, generate reports, analyze data, and track event logistics, attendance, expenditures, and project milestones.

Receives, screens, responds to, and appropriately routes inquiries received through departmental email accounts, telephone calls, and mail correspondence, providing timely and professional customer service.

Assists with financial administration for events by initiating purchase requests, processing invoices, reconciling expenses, maintaining budget documentation, and supporting other event-related financial activities.

Maintains inventory of office and event supplies and coordinates procurement activities to ensure adequate resources are available to support departmental operations and events.

Works closely with student interns and support staff to coordinate assignments, provides training and guidance, monitors project completion, and supports successful event execution and departmental operations.

General Responsibilities

• Plans a variety of recurring and ad hoc events for the university and oversees budgets, vendor contracts, transportation, catering, signage, equipment, technology, and other event components. Coordinates event activities prior to and on the day of events.
• Consults with internal and external constituencies to plan event timelines and specifications and negotiate the terms of agreements and contracts.
• Works closely with vendors and staff to ensure goods and services arrive timely and in acceptable condition for events.
• Interfaces with media and/or marketing and communications representatives regarding calendar of events and event publicity.
• Tracks and analyzes event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; tracks suggested event improvements for future implementation in recurring events.
• Ensures events adhere to university guidelines and policies and event contracts, agreements, and specifications.
• May delegate administrative tasks to Event Services Coordinators.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• Bachelor's degree in business, finance, public administration, or related field.

WORK EXPERIENCE

Preferred

• Some experience in events, hospitality, or related field.

LICENSES AND CERTIFICATES

Preferred

• Possesses a valid driver's license with the ability to be insured by Indiana University upon date of hire.

SKILLS

Required

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.

Preferred

• Excellent collaboration and team building skills.
• Excellent organizational skills.
• Instills commitment to organizational goals.
• Demonstrates excellent judgment and decision making skills.
• Effective conflict management skills.
• Ability to build and manage effective teams.

Working Conditions / Demands

This role regularly requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. This role frequently requires the ability to handle equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. This role requires long hours for event setup, execution, and tear-down, including nights and weekends. This role requires state-wide and occasionally nation-wide travel to supervise events. The person in this role must be able to perform the essential functions with or without an accommodation.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure .

Job Classification

Career Level: Core

FLSA: Exempt

Job Function: Operations

Job Family: Events

Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information .

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online . You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

Contact Us

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Telephone: 812-856-1234