About Bellarmine University:
Bellarmine
University is a dynamic, growing university with a strong
liberal arts focus in the Catholic higher education tradition and a
bold vision for the future. Bellarmine has undergraduate and
graduate enrollment of approximately 3,200 students and continues
to add new academic programs while maintaining small class sizes
and personal attention to students. Bellarmine is listed in the
Princeton Review's Best 387 Colleges and is recognized as a top
U.S. university in rankings published by U.S. News & World
Report and Forbes. In a survey by The Princeton Review, students
praised Bellarmine as a place that is "welcoming to every single
person and makes an effort to include everyone." Bellarmine
students, faculty and staff engage in more than 25,000 cumulative
hours of service each year, in Louisville and around the nation and
world.
SmartAsset ranked Louisville among the top 25 U.S. cities for best
work-life balance, while workplace insights platform kununu.com
named Louisville one of the top five U.S. cities for happy
employees. Glassdoor recently recognized Louisville as one of the
top 15 cities for jobs, based on hiring opportunity, cost of living
and job satisfaction. ZipRecruiter calls Louisville a top 10 city
for job seekers, thanks in part to its central location and low
unemployment. Louisville is within a day's drive of two-thirds of
the U.S. population.
Deeply embedded in the heart of Louisville, Bellarmine is an
engaged partner expanding learning opportunities, enhancing career
networks and economic growth, and advancing equity and quality of
life for its neighboring communities. By connecting the campus, the
community, and the curriculum through engaged scholarship and
action, we enhance social and civic engagement, including faculty,
staff, and student-led, asset-based initiatives.
Bellarmine is an affirmative action and equal opportunity employer
and encourages applicants with diverse backgrounds to apply.
Job Description:
The Special Event Coordinator serves as the primary coordinator for
contracted events and non-athletic external space rentals.
- Serve as the primary point of contact for external clients
seeking to reserve university event spaces, responding to inquiries
and providing guidance by phone and email.
Coordinate the planning and execution of contracted events and
non-athletic external space rentals from initial inquiry through
post-event follow-up.
Manage multiple events, projects, deadlines, and client
requests simultaneously while maintaining a high level of
organization and attention to detail.
Prepare and coordinate event agreements, deposits, certificates
of insurance, and other required documentation in accordance with
university policies and procedures.
Communicate and coordinate with external clients, university
departments, vendors, and campus service areas to ensure event
requirements are understood and met.
Identify and resolve questions, concerns, and logistical
challenges throughout the planning process, including the ability
to respond effectively to last-minute changes and requests.
Provide on-site event coordination and support as needed to
ensure successful event setup, execution, and breakdown.
Complete post-event follow-up, reconcile event details, and
prepare or coordinate final billing.
Coordinate sponsored events and non-athletic space rental
requests submitted by university departments.
Provide university departments with guidance and support
related to event planning, logistics, space usage, and issues that
arise before or during events.
Assist the Director of Special Events with the planning,
coordination, and execution of large-scale university events.
Maintain a professional, customer-focused approach when working
with clients, faculty, staff, students, vendors, and guests.
Support compliance with university policies, procedures,
risk-management requirements, and event standards.
Perform other duties and special projects as assigned.
Requirements:
Education and Experience
- Bachelor's degree from an accredited institution.
- Minimum of two years of professional experience in special
events, event planning, hospitality, venue management, or a related
field.
- Proficiency with Microsoft Office Suite, including Word, Excel,
and Outlook, with the ability to learn and effectively use
university scheduling, event management, and billing systems.
- Excellent written and verbal communication skills.
- Demonstrated ability to solve problems in real time, exercise
sound judgment, and adapt to changing priorities and last-minute
requests.
- Strong customer service skills and the ability to maintain a
professional demeanor when working in high-pressure or fast-paced
environments.
- Commitment to maintaining professionalism, confidentiality,
ethical standards, and compliance with university policies and
procedures.
- Availability to work flexible hours, including evenings,
weekends, holidays, and extended hours based on event schedules and
university needs.
- Ability to work on-site during events and move throughout event
venues to monitor and coordinate setup, event operations, and
logistics.
Preferred Qualifications
- Experience coordinating events within a university, collegiate,
hospitality, convention, venue, or similar environment.
- Experience working with external clients and internal
university or organizational departments.
- Knowledge of event logistics, including insurance requirements,
space planning, vendor coordination, security, facilities,
technology, and risk management.
- Experience with event scheduling, contract management, billing,
or event management software.
- Strong attention to detail and demonstrated accuracy in
agreement preparation, documentation, billing, and event
logistics.
- Experience coordinating multiple events simultaneously in a
fast-paced environment.
- Demonstrated ability to independently manage projects from
planning through completion.
Additional Information:
Physical and Working Conditions
- Work is performed in office, campus, and event-site settings
with frequent interaction with faculty, staff, students, external
clients, vendors, contractors, and guests.
- The position requires extended periods of sitting, standing,
and walking, as well as occasional bending, reaching, climbing
stairs, and lifting or carrying materials weighing up to 25
pounds.
- Work schedules may vary based on event demands and may include
early mornings, evenings, weekends, holidays, and additional hours
during major university events.
- The position requires both indoor and outdoor work, movement
between campus locations, and the ability to work effectively in a
fast-paced environment with multiple competing priorities.
- Reasonable accommodations may be provided to qualified
individuals with disabilities.
Disclaimer
This job description is not intended to be all-inclusive. The
employee may be required to perform other related duties and
responsibilities as assigned to meet the ongoing needs of the
university.
Application Instructions:
Please submit a cover letter, resume, and contact information for
three professional references.
Please note: Visa sponsorship is not provided for this
position.
URL:
www.bellarmine.edu/events/special-events/index.php