Communication & Marketing
University Ceremonies & Events
The Division of Public Relations and Marketing Communications
(PRMC) at Georgia State University is hiring an Event Coordinator
in the University Events Management department. Reporting to the
Director of University Events Management, the selected candidate
will provide professional-level planning, operational coordination,
and administrative management for University-wide annual and
special events.
In this dual-capability role, the selected candidate will serve as
the primary scheduler and operational contact for all UEM-managed
venues (including Centennial Hall spaces and the University Club at
Edgewood)—overseeing venue intake, managing complex event
calendars, and collaborating directly with internal clients on
space layouts and logistical needs. Simultaneously, the Event
Coordinator will independently plan and execute an assigned
portfolio of high-profile university events. Key responsibilities
include building digital event registration systems, coordinating
extensively with PRMC teams for event collateral and signage,
tracking event budgets and expenses, and managing venue revenue and
interdepartmental budget transfers for assigned spaces.
Responsibilities include:
1. Venue Management & Internal Scheduling (50%)
- Calendar Management: Oversee the intake, scheduling, and
calendar reservations for clients utilizing event spaces managed by
University Events Management (Centennial Hall, University Club at
Edgewood, etc.).
Revenue Management : Facilitate internal client payments
and work alongside the business manager to process budget journal
transfers.
Operational Liaison: Coordinate day-to-day facility
logistics by routing technical needs to the AV/IT teams and
physical setup requirements to the Facilities team.
Policy Adherence: Ensure internal clients understand and
adhere to venue usage guidelines and institutional space-use
policies.
2. Event Planning & Cross-Departmental Coordination
(40%)
- Lifecycle Logistics: Manage the end-to-end logistics for
assigned portfolio events (e.g., University Club at Edgewood
Series, Groundbreaking Ceremonies, Grand Openings/Ribbon
Cuttings).
- PR & Marketing Liaison : Collaborate with Public
Relations and Marketing Communications (PRMC) teams for the design
and production of event signage, digital/print invitations, and
collateral.
- Registration & Guest Data: Build and manage digital
RSVP pages. Oversee data intake, track guest lists, manage seating
charts, and compile dietary restrictions for catering teams.
- Institutional Protocol : Ensure all event logistics
align with university traditions, branding guidelines, and
presidential protocol.
- On-Site Operations: Lead setup, vendor arrivals
(catering, rentals), registration desk operations, guest flow, and
post-event breakdown to ensure institutional quality standards are
met.
- Volunteer Oversight : Direct and supervise student
assistants/volunteers assigned to event tasks on-site, ensuring
adherence to department guidelines and professionalism.
- Feedback Collection: Manage the onsite distribution and
collection of physical & digital survey instruments and
feedback tools to capture attendee data.
- Expense Tracking: Monitor individual event budgets, log
expenditures, and maintain meticulous spending records to ensure
events stay within assigned fiscal parameters.
- Financial Processing: Facilitate vendor invoices,
purchase orders, and payment processing, assisting with the final
reconciliation process.
3. Departmental Support (10%)
- All-Hands Initiatives: Assist with large-scale,
all-hands department initiatives (e.g., Commencement, Convocation,
etc.) as needed.
- General Support: Provide comprehensive operational
support to the department as directed by leadership.
- Other Duties : Perform other duties as assigned by
department leadership.
Responsibilities include:
1. Event Planning & Cross-Departmental Coordination
(60%)
- Lifecycle Logistics: Manage the end-to-end logistics for
assigned portfolio events (e.g., Groundbreaking Ceremonies, Grand
Openings, Service Recognition Awards, Grilling on the
Greenway).
- PR & Marketing Liaison: Collaborate with Public Relations
and Marketing Communications (PRMC) teams for the design and
production of event signage, digital/print invitations, and
collateral.
- Registration & Guest Data: Build and manage digital RSVP
pages. Oversee data intake, track guest lists, manage seating
charts, and compile dietary restrictions for catering teams.
- Institutional Protocol: Ensure all event logistics align with
university traditions, branding guidelines, and presidential
protocol.
- On-Site Operations: Lead setup, vendor arrivals (catering,
rentals), registration desk operations, guest flow, and post-event
breakdown to ensure institutional quality standards are met.
- Volunteer Oversight: Direct and supervise student
assistants/volunteers assigned to event tasks on-site, ensuring
adherence to department guidelines and professionalism.
- Feedback Collection: Manage the on-site distribution and
collection of physical & digital survey instruments and
feedback tools to capture attendee data.
- Expense Tracking: Monitor individual event budgets, log
expenditures, and maintain meticulous spending records to ensure
events stay within assigned fiscal parameters.
- Financial Processing: Facilitate vendor invoices, purchase
orders, and payment processing, assisting with the final
reconciliation process.
2. Venue Management & Internal Scheduling (30%)
- Calendar Management: Oversee the intake, scheduling, and
calendar reservations for clients utilizing event spaces managed by
University Events Management (Centennial Hall, University Club at
Edgewood, etc.)
- Revenue Management: Facilitate internal client payments and
work alongside the business manager to process budget journal
transfers.
- Operational Liaison: Coordinate day-to-day facility logistics
by routing technical needs to the AV/IT teams and physical setup
requirements to the Facilities team.
- Policy Adherence: Ensure internal clients understand and adhere
to venue usage guidelines and institutional space-use
policies.
3. Departmental Support (10%)
- All-Hands Initiatives: Assist with large-scale, all-hands
department initiatives (e.g., Commencement, Convocation, etc.) as
needed.
- General Support: Provide comprehensive operational support to
the department as directed by leadership.
- Other Duties: Perform other duties as assigned by department
leadership.
Qualifications :
Minimum Hiring Requirements:
- Bachelor's degree and two years of related experience.
Preferred Hiring Qualifications:
- Higher Education Experience: Prior experience planning
events or managing logistics within a college or university
setting, with a foundational understanding of academic traditions
and executive protocols.
- Technology Proficiency: Demonstrated experience working
with digital event registration/RSVP tools and proficiency in the
Microsoft Office Suite.
- Communication & Collaboration : Exceptional
interpersonal and customer service skills, with a proven track
record of collaborating effectively across diverse departments
(such as creative, marketing, and facilities teams).
- Operational Adaptability : Ability to remain calm under
pressure, manage shifting priorities, and problem-solve real-time
logistical issues during live events.
- Fiscal Familiarity: Basic experience monitoring project
budgets, tracking itemized expenditures, and processing vendor
invoices or interdepartmental fund transfers.
- Design & Collateral Workflow: Experience
collaborating directly with creative teams (like PR, marketing, or
print communications) to shepherd production timelines for digital
and print assets. Experience or familiarity working with design
tools such as Canva and Adobe Creative Cloud.
- On-Site Leadership: Experience directing the on-site
tasks of student workers, temporary event staff, or volunteers in a
professional environment.
- Reservation Systems: Experience working with
institutional reservation and space scheduling platforms, such as
25Live, EMS, or comparable systems.
- Project Management Software: Familiarity with utilizing
collaborative project management software (e.g., Microsoft Teams,
Basecamp, Asana) to track event production timelines and
milestones.
- Data & Feedback Software : Experience building and
deploying data collection software or assessment tools, such as
Qualtrics or QuestionPro, to gather attendee feedback.
- Web Content Tools: Functional experience working with
web builders and content management systems, such as WordPress, to
update or maintain digital event presence.
- Physical & Schedule Demands : Ability to work a
flexible schedule including occasional evenings and weekends for
event execution; ability to lift, move, and set up event
materials.
- Reservation Systems: Experience working with
institutional reservation and space scheduling platforms, such as
25Live, EMS, or comparable systems.
- Project Management Software: Familiarity with utilizing
collaborative project management software (e.g., Microsoft Teams,
Basecamp, Asana) to track event production timelines and
milestones.
- Data & Feedback Software : Experience building and
deploying data collection software or assessment tools, such as
Qualtrics or QuestionPro, to gather attendee feedback.
- Web Content Tools: Functional experience working with
web builders and content management systems, such as WordPress, to
update or maintain digital event presence.
- Physical & Schedule Demands : Ability to work a
flexible schedule including occasional evenings and weekends for
event execution; ability to lift, move, and set up event
materials.
