Commencement & Events Coordinator

This job was posted by https://www.kansasworks.com : For more

information, please see: https://www.kansasworks.com/jobs/13674718

**Job Story**

Wichita State University is seeking a highly organized and

detail-oriented Commencement & Events Coordinator to join our team of

event professionals. This position will plan, coordinate, and execute

commencement ceremonies and other University events for WSU campus and

community. This role plays a critical part in ensuring high-quality

experiences by coordinating logistics, facilities, services, and on-site

operations.\

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The ideal candidate is a strong project manager with excellent

communication skills, the ability to manage multiple timelines, and has

experience coordinating both large and small scale events in a complex

organizational environment.\

\

**Job Summary**

Develops, coordinates and/or executes event planning. Coordinates events

to facilitate effective presentation of programs or events.

**Essential Functions**

Performs public relations, sponsorship, hospitality, and/or project

management for events. Coordinates all amenities, accommodations and/or

production of materials and resources for events, as well as any

associated contract negotiations. Maintains events calendar and/or

records. May conduct post-event evaluations. Adheres to event budgets

and/or maintains financial information.

**Job Duties**

Coordinate logistics for conferences, meetings, and multi-day events\

Serve as a primary point of contact for clients, from initial planning

through event completion\

Develop event plans, run-of-show documents, and detailed production

schedules\

Manage event budgets, contracts, and vendor relationships\

Oversee event-day operations, including staff and volunteer supervision\

Ensure events reflect university branding, values, and inclusivity

standards\

Plan and coordinate all aspects of commencement ceremonies, including

logistics, timelines, venues, staging, seating, volunteers, and guest

services\

Coordinate space reservations, room setups, audiovisual needs, catering,

lodging, parking, and signage\

Coordinate speaker logistics, VIP protocols, and ceremonial traditions\

Serve as a liaison with academic units, facilities, students, vendors,

volunteers, and external partners\

Conduct post-event evaluations and implement process improvements

Required Education And Experience

• High school diploma or equivalent
• One (1) year of experience in office, event coordination or related

field

Required License/Certifications/Training

• None

Knowledge, Skills And Abilities

• Strong organizational and project management skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities under tight deadlines
• Proficiency with event planning tools, spreadsheets, and basic

budget tracking

• Ability to work occasional evenings and weekends as required for

events

• Excellent customer service and communication skills
• Ability to manage multiple events and deadlines simultaneously
• Familiarity with academic traditions and university governance

structures

• Knowledge of accessibility and inclusive best practices

Preferred Qualifications

• Bachelor's Degree
• 24 years of experience coordinating events
• Experience in higher education settings
• Planning ceremonial or large-scale events
• Coordinating volunteers or temporary staff
• Using and managing registration systems
• Planning and executing marketing initiatives

Physical Requirements Ability to remain in a stationary position. Ability to operate a

computer and other office equipment including but not limited to phone,

printers, copiers, and calculators. Ability to communicate with others

and accurately exchange information. Ability to move, transport, and/or

deliver items, supplies, or equipment. Ability to move or trav rse

across campus, within buildings and offices, and/or across external

environments. Ability to travel in a vehicle for distances including but

not limited to across city, county, and state.

Additional Physical Requirement Light Work: Exerting up to 20 pounds of force occasionally and/or

negligible amount of force to constantly move objects. Light work

involves remaining stationary most of the time.