Job Summary
The Event Coordinator reports directly to the Event Manager and provides operational and administrative support throughout event planning and execution. Under the Event Manager's direction, the Event Coordinator serves as a liaison among clients, campus partners, vendors, service providers, and internal departments to support successful event delivery and exceptional customer service. The Event Coordinator works with Event Managers to execute event details efficiently while maintaining…
compliance with the policies and procedures of Madam Walker, the university, and the facility.
Department-Specific Responsibilities
- Assists with event logistics, prepares documentation, communicates with clients and vendors; supports on-site operations
- Assists with coordinating all phases of event planning, from initial inquiry through post-event evaluation
- Conducts site visits and facility tours for prospective and confirmed clients
- Assists with developing event timelines, setup layouts, scheduling services, and detailing event orders
- Oversees room reservations, space utilization, and day-of-event operations
- Serves as a primary or secondary point of contact for assigned events and clients
- Provides timely, professional, and responsive communication throughout the planning process
- Assists with and oversees event setup, execution, and breakdown
- Monitors event activities and proactively addresses operational issues as they arise
- Works closely with Event Managers to secure and coordinate all resources necessary for successful event execution
- Coordinates with internal departments, campus partners, and external vendors to ensure seamless event execution
- Maintains accurate event records, documentation, and communication logs
- Ensures events comply with university and Madam Walker policies, procedures, safety regulations, and facility requirements
- Reviews and maintains required event documentation
- Assists with emergency response planning and risk mitigation procedures as needed
Qualifications
EDUCATION
- High school diploma or equivalent (such as HSED or GED)
WORK EXPERIENCE
Required
- 1 year of experience in event planning, conference services, hospitality, customer service, or a related field
Preferred
- Experience in higher education, conference services, venue management, or hospitality operations
- Experience coordinating vendors, service providers, and event logistics
SKILLS
Required
- Strong organizational, time management, and project coordination skills
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office Suite and event management software
- Ability to manage multiple priorities in a fast-paced environment
- Ability to work independently and collaboratively as part of a team
- Ability to work evenings, weekends, and holidays as required by event schedules
- Excellent customer service skills
- Demonstrated attention to detail
- Knowledge of event logistics management
- Knowledge of project coordination
- Problem solving and decision making skills
- Relationship building skills
- Knowledge of audiovisual equipment and event technology
- Familiarity with event contracts, budgets, and invoicing processes
Working Conditions / Demands
This role requires the ability to remain in a stationary position as well as the ability to frequently move about the workplace. This role requires the ability to move objects, event materials, and supplies. The role requires the ability to position one's self in low level positions. The person in this role must be able to perform the essential functions with or without an accommodation.
Flexible schedule required to support events occurring outside of normal business hours, including evenings, weekends, and holidays
Work Hours
Hours are not guaranteed and are scheduled based on business levels, client demand, and event activity.
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: Part Time Employee
FLSA: Nonexempt
Job Function: Part Time Employee
Job Family: Part Time Employee
Click here to learn more about Indiana University's Job Framework.
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.
Contact Us
Request Support
Telephone: 812-856-1234
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