Hospitality Coordinator

JOB LOCATION:

___ Fully Remote

___ Hybrid (Some remote work some on campus work)

_X_ On Campus

JOB SUMMARY                                                                                                     

The Hospitality Coordinator plays a vital role in enhancing Spalding University's relationships with external partners, community organizations, and key stakeholders through exceptional event coordination and hospitality management. Reporting directly to the Vice President of Advancement, this position serves as the primary liaison for external groups partnering with the university while orchestrating high-profile events that advance the institution's mission and strategic objectives.  Additionally, this position supports hospitality occasions initiated by Advancement, the President’s Office, and the Board of Trustees.  This is a part-time position for 25 hours per week without benefits.

Spalding University offers a comprehensive package including medical, dental, vision, Spalding matching contribution up to 5% to your 403b/Roth retirement plan, generous Paid Time Off program, Parental Leave, paid holidays, paid life insurance and long-term disability, paid time for volunteering, and more.

DUTIES AND RESPONSIBILITIES

External Partnership Coordination

• Serve as primary point of contact for external organizations and community groups partnering with Spalding University
• Coordinate logistics for collaborative events hosted on campus, ensuring seamless execution and positive partner experiences
• Develop and maintain strong relationships with community leaders, partner organizations, and external stakeholders
• Facilitate communication between external partners and internal university departments

Event Management

• Plan, coordinate, and execute presidential events, advancement functions, and Board of Trustees meetings
• Manage all aspects of event logistics including venue selection, catering, audiovisual requirements, and guest coordination
• Oversee event budgets and vendor relationships to ensure cost-effective and high-quality outcomes
• Coordinate special ceremonies, donor recognition events, and institutional celebrations
• Ensuring events align with university branding standards and protocol requirements

Project Management

• Lead cross-functional project teams to deliver complex events and initiatives on time and within budget
• Develop detailed project timelines, resource allocation plans, and contingency strategies
• Track project progress and communicate updates to stakeholders and senior leadership
• Manage multiple concurrent projects while maintaining attention to detail and quality standards

Stakeholder Relations

• Provide exceptional hospitality services to Board of Trustees members, major donors, and VIP guests
• Coordinate travel arrangements, accommodations, and special requests for high-level visitors
• Maintain confidentiality and demonstrate diplomacy in all interactions with sensitive stakeholders
• Supporting the VP of Advancement in cultivation and stewardship activities

SKILLS AND EDUCATIONAL REQUIREMENTS

Education and Experience

• Bachelor's degree in hospitality management, communications, business administration, or related field preferred
• Minimum 3-5 years of experience in event planning, hospitality, or project management required
• Experience working with nonprofit organizations, educational institutions, or advancement operations preferred

Core Competencies

• Exceptional interpersonal and communication skills with ability to interact professionally with diverse audiences
• Strong organizational and project management capabilities with proven ability to manage multiple priorities
• Proficiency in event planning software, Microsoft Office Suite, and database management systems
• Budget management experience with attention to fiscal responsibility

Personal Attributes

• Outstanding customer service orientation with commitment to excellence
• Professional demeanor and polished presentation skills
• Flexibility and adaptability in fast-paced, dynamic environment
• Strong problem-solving abilities and creative thinking skills
• Discretion and ability to handle confidential information appropriately
• Collaborative mindset with ability to work effectively across departments

INTERRELATIONS
Suggestions include:

• Regular or daily contact with administration, faculty, staff, and students.
• Regular contact with the general public.
• Must have an appreciation and respect for diverse populations.

CONTACT

All applications are made through the Paycom Applicant Tracking System.

**It is highly recommended that all faculty and staff have the COVID 19 vaccination.

ABOUT SPALDING UNIVERSITY:

Spalding University offers a comprehensive package including medical, dental, vision, Spalding matching contribution up to 5% to your 403b/Roth retirement plan, generous Paid Time Off program, Parental Leave, paid holidays, paid life insurance and long-term disability, paid time for volunteering, and more.

Situated in the heart of downtown Louisville, Kentucky’s largest city, Spalding University combines a rich social justice history and a commitment to community service as we attract students who desire a high-quality education in a very personalized setting. An engaged faculty serves nearly 2,000 students at the bachelors’, master’s and doctoral levels, providing real-world learning in liberal and professional studies.

Faculty, staff and students are united by the institutional mission: Spalding University is a diverse community of learners dedicated to meeting the needs of the times in the tradition of the Sisters of Charity of Nazareth through quality undergraduate and graduate liberal and professional studies, grounded in spiritual values, with an emphasis on service and the promotion of peace and justice.

With a focus on service and leadership, Spalding offers all students a mission-driven connection to community and comprehensive learning resources while striking a distinctive balance serving the educational needs of both the traditional student and the working student. In addition, our unique 8-week class delivery format affords students scheduling flexibility amidst other life responsibilities.

Spalding aspires to become the first choice for students of compassion and service.  Celebrated for a rigorous yet nurturing environment, emulated for interdisciplinary collaborations, and acclaimed for contributions to the community. 

Spalding University is an Equal Employment Opportunity employer. The University complies with all federal, state and local equal employment opportunity laws. It is the University’s policy not to discriminate against any individual or group of individuals and to provide equal employment opportunity to all qualified persons regardless of race, color, national origin, age, disability, religion, sex, pregnancy, sexual orientation, gender identity, marital status, military status, veteran status or other protected status. All job offers are contingent upon successful completion of a criminal background check.