Special Events Coordinator

Duties & Responsibilities

• Event Coordination and Logistical Support
  • Assist with coordinating event logistics, including securing facilities, confirming venue details, and preparing set-up requirements in consultation with the Director.
  • Prepare draft guest lists and invitation workflows following established guidelines and protocols.
  • Assist in preparing event briefing materials and background information for the Chancellor and university leadership.
  • Obtain vendor quotes for services and supplies (catering, musicians, transportation, interpreters, printing, etc.) and prepare documentation required for purchasing approvals.
  • Maintain accurate records of event details, timelines, and updates using established office procedures.
  • Support on-site event coordination, including evenings, weekends, or occasional travel as needed.
  • Assist with accessibility and sustainability considerations by following office standards.
  • Support the use of event-related technology and tools to streamline processes and enhance user experience.
• Athletics Pre-Game Events and Premium Seating Support
  • Assist with coordinating logistics for athletics pre-game events and premium seating hosted by the Chancellor.
  • Maintain organized records of ticket requests; prepare and distribute tickets and parking passes while following NCAA compliance procedures.
  • Prepare standard communications for donors, alumni, and guests in response to inquiries relating to tickets and event details.
  • Gather quotes and prepare purchasing documentation for supplies and services needed for pre-game events.
  • Assist with on-site coordination of pre-game events and in premium seating areas during football and basketball games.
  • Complete post-event documentation and maintain accurate records of ticket use.
• Commencement Support
  • Participate in Commencement-related planning meetings and assist with assigned tasks.
  • Support liaison communication with unit convocation coordinators and other campus partners.
  • Obtain vendor information and prepare purchasing documentation for Commencement-related services and supplies.
  • Assist with on-site coordination during Commencement and related events.
• Communications and Administrative Support
  • Coordinate with office support staff on event-related tasks.
  • Draft routine correspondence for review by the Director or other administrators.
  • Update and maintain event-related information in the university’s donor database (TED) and other tracking systems.
  • Assist in communicating with donors, alumni, administrators, faculty, staff, students, legislators, volunteers, and community members during event preparation and execution.
  • Prepare or update event records, lists, and reports as assigned.
• Campus and Unit Coordination
  • Assist the Director in coordinating scheduling needs by gathering information on venue, vendor, and participant availability.
  • Follow established policies, protocol, and procedures when preparing event-related materials such as invitations and correspondence.
  • Maintain routine communication with campus units to track progress of event preparations.
  • Attend unit events as assigned to assist with on-site support.