Program and Events Coordinator, Leadership and Character

External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website. 

A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

The Program and Events Coordinator is a conscientious, creative, enthusiastic, and organized events professional. Under general supervision, the Program and Event Coordinator assists with planning, logistics, and execution of external conferences, convenings, and professional development offerings for which the ECI and the Program for Leadership and Character have primary responsibility. This position requires independent judgment to produce creative, effective, and culturally inclusive programs and events within budget, successfully manages university and vendor partnerships, and coordinates with all members of our team and convening participants. The Program and Event Coordinator needs a passion for special event management and a dedication to designing meaningful programs and events that support the transformation of participants and the engagement of external stakeholders and partners.

Job Description

Essential Functions:

• Uses independent judgment to lead the planning and coordination of sponsored special events and programs from beginning to end (i.e. communication with participants and audiences, menu planning, site selection and reservation, compiling information for event materials, coordinating audio and visual needs, ensuring adequate staffing, security, and coordination of event set-up and break down with vendors).

• Shares responsibility for programs and events planned and/or supported by the ECI and Program for Leadership and Character, to include but not limited to: recruitment, promotion, menu planning, rental orders, space reservations, parking, security, and coordination of event set-up/break down with catering/facilities/other vendors.

• Assists with coordination and implementation of events and programs in partnership with the Office of University Events and other campus partners. 

• Assists with generating facilities work orders, transportation and parking requests, security requests, and catering orders for events.

• Attends events sponsored and/or supported by the ECI and Program and performs duties as assigned including facilitating operations, completing basic reporting and follow-up, and ensuring all aspects of events are implemented and executed according to plans.

• Ensures settlement of programs and events by submitting invoices, ensuring rented and borrowed items are returned, completing reporting, and ensuring the event site has been appropriately cleaned.

• Provides clerical and administrative support, including processing of incoming and outgoing materials, data entry, filing, copying, scanning, and mailings, with careful attention to detail.

• Organizes the travel schedule for event participants, including arranging transportation, lodging, and other travel needs, and determines best itineraries with possible conflicting requests.

• Works with the Communications team to ensure that programs are being advertised effectively to audiences.

• Provides administrative support for program and event registration, including potentially using event management online software.

• Manages online meetings or conferences held via Zoom or similar.

• Supervises student workers, volunteers, and vendors.

• Performs other related duties as assigned.

• Manage event