Event Coordinator

The Event Coordinator is responsible for the planning, coordination, and execution of in-person continuing education (CE) events. This position manages event logistics and on-site delivery, working closely with participants, speakers, vendors, contractors, and internal departments to ensure high-quality educational experiences. The Event Coordinator also supports the department’s move toward data-informed decision-making by collecting, tracking, and reporting event-level data related to participation, satisfaction, and operational outcomes. This role collaborates with the Credentialing Coordinator to ensure CE events are delivered in accordance with approved credentialing requirements and that relevant event data supports compliance and continuous improvement

Specific Duties and Responsibilities:

• Plan and execute in-person CE events from initial scheduling through post-event wrap-up
• Develop and maintain detailed event plans, timelines, run-of-show documents, and task lists
• Coordinate venue logistics, room setups, accessibility, signage, and audiovisual needs
• Oversee day-of event execution and on-site coordination
• Order and coordinate event materials (badges, print materials, signage, handouts, supplies); manage shipping and inventory as needed
• Serve as the primary operational contact for participants, speakers, vendors, and contractors
• Collaborate with Advancement/Alumni Relations and other internal departments
• Coordinate speaker logistics and on-site support
• Collaborate with the Credentialing Coordinator to support delivery of credentialed CE events
• Communicate schedule or program changes that may affect CE approval
• Ensure event delivery aligns with approved credentialing parameters
• Collect and maintain event-level data (registrations, attendance, satisfaction)
• Administer post-event evaluations and summarize feedback
• Track trends and recommend improvements
• Prepare summary reports for leadership.
• Create purchase requests and track event-related expenses
• Collect and organize invoices and receipts
• Maintain organized event files and documentation
• Create purchase requests and track event-related expenses; collect invoices/receipts and ensure timely processing per internal procedures.

Minimum Qualifications:

• High School diploma required, associate’s degree preferred
• Experience coordinating in-person events or educational programs
• Ability to manage multiple priorities and deadlines
• Strong organizational skills and attention to detail
• Ability to collect, track, and summarize operational data
• Effective written and verbal communication skills
• Proficiency with standard office software
• Ability to work variable hours, including occasional evenings and weekends

Physical Requirements and Work Environment:

• Perform sedentary to light work in a ventilated, lighted, and temperature-controlled office setting 
• Frequent need to stand, stoop, walk, sit, lift objects (up to 25 pounds) and perform other similar actions during the workday
• Travel and weekend work as assigned for live events

This position description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned, and management retains the right to add or change the duties at any time.