Events and Protocol Coordinator

Reporting to the Director of Events and Protocol, the Events and Protocol Coordinator provides planning, administrative, and on-site support for university events, presidential engagements, governance-related activities, and other institutional programs.

The Coordinator works with faculty, staff, students, vendors, and community partners to ensure events are organized, welcoming, and consistent with university policies, procedures, and service standards.

Minimum Qualifications

• Bachelor’s degree OR Associate’s degree and two years of relevant experience OR high school diploma or equivalent and four years of relevant experience.
• Demonstrated organizational, interpersonal, oral and written communication skills.
• Demonstrated ability to manage multiple priorities, meet deadlines, and maintain attention to detail.
• Demonstrated ability to work collaboratively with internal and external constituents.
• Demonstrated ability to exercise discretion and maintain confidentiality when working with sensitive information.
• Ability and willingness to work evening and weekend hours as required.

Preferred Qualifications

• Bachelor’s degree in event management, hospitality management, communications, public relations, business administration, or a related field.
• Experience coordinating events in higher education, government, nonprofit, or another complex organization.
• Experience supporting large-scale ceremonies, executive events, governance meetings, or community programs.
• Experience with event-management, reservation, registration, survey, or project-management systems.
• Experience preparing meeting materials, summaries, or minutes.

Essential Functions and percent of time:

40% Event Planning and Coordination

• Plan, coordinate, and support university events, meetings, ceremonies, receptions, and related programs.
• Coordinate event logistics, including reservations, room setup, catering, audiovisual needs, parking, signage, accessibility, and guest services.
• Develop event timelines, checklists, staffing plans, and related materials.
• Organize and attend event planning meetings and provide guidance regarding timelines, responsibilities, and university procedures.
• Collaborate with faculty, staff, students, vendors, and community members to support successful event execution.

30% Event Management

• Provide on-site coordination for assigned events and serve as a point of contact for participants, vendors, and campus partners.
• Support commencement, presidential events, Board of Trustees activities, and other major institutional events.
• Assist with event sequencing, speaker coordination, reserved seating, recognition practices, and distinguished guest logistics.
• Troubleshoot event-related issues and refer significant concerns to the Director.
• Support established event standards and a positive guest experience.
• Compile event feedback and assist with post-event assessment and process improvements.

20% Administrative and Operational Support

• Create and maintain reservations, schedules, reports, surveys, attendance records, and event documentation.
• Support maintenance of the university events calendar and identify potential scheduling conflicts.
• Assist with event purchasing, invoices, vendor communication, and budget tracking.
• Assist with organizing Board of Trustees materials and, as assigned, provide note-taking, proofreading, formatting, and other administrative support related to meeting minutes.

Essential Functions and percent of time (cont'd):

10% Collaboration and Office Support

• Serve on committees and planning groups as assigned by the Director.
• Provide guidance and support consistent application of established event policies, procedures, and protocols.
• Maintain office, event, promotional, and ceremonial supplies.
• Provide front-desk and general office coverage when operational needs permit.
• Perform other related duties consistent with the position.