Event Coordinator GS9723

OSU-Center for Health Sciences

Jamie Childers, Jamie.Childers@okstate.edu

11 a.m. – 7 p.m. some after 7 p.m. coverage would be needed but on a rotating basis as well as weekend coverage as necessary.

Regular Continuous/Until Further Notice

$18.50 - $20.82 Hourly

While applications will be accepted until a successful candidate has been hired, interested parties are encouraged to submit their materials by to ensure full consideration.

The Event Coordinator supports the Events Team in event coverage and support for external events. Based primarily on the OSU-Tulsa campus, this position also provides event support for the Center for Health Sciences (CHS), OSU College of Osteopathic Medicine at Cherokee Nation (OSUCOM at CN), and other university locations as needed.

This role assists with all aspects of events, including client relations, logistics, facility coordination, technology support, and on-site event execution. The Event Coordinator works closely with external organizations renting campus facilities and supports major institutional events such as commencement activities.

Key Responsibilities

• Serve as a liaison with clients to determine event requirements, logistics, room setups, technology needs, and event-day expectations.
• Provide support for external groups renting campus facilities at OSU-Tulsa.
• Coordinate and communicate event-related needs with campus stakeholders, including Facilities, Information Technology, and Security.
• Assist with technology and audiovisual requirements, ensuring equipment and technical support needs are arranged and functioning properly.
• Coordinate facility-related requests, including room setups, furniture arrangements, signage, and building access.
• Provide on-site event support and troubleshooting for both planned and unforeseen issues.
• Assist with submitting and tracking project request forms and event documentation.
• Work collaboratively with the Events Team to ensure a high-quality experience for all event participants and guests.
• Laundry and room setup

Work Environment & Travel

• Position is based on the OSU-Tulsa campus with responsibilities extending to CHS, and Tahlequah as needed.
• Possible travel between campuses in Tulsa and Tahlequah.
• Weekend and evening hours will be required to support events and university activities; on a rotating basis.
• Must be able to provide on-site support before, during, and after events, including setup and teardown activities.

Hours
11 a.m. – 7 p.m. some after 7 p.m. coverage would be needed but on a rotating basis as well as weekend coverage as necessary.

Key Competencies

• Event support
• Customer service and client relationship
• Facilities and venue coordination
• Information Technology and audiovisual support coordination
• Project management and organization
• Strong written and verbal communication
• Problem-solving and adaptability in fast-paced environments
• Ability to complete multiple tasks and deadlines simultaneously
• Ability to work evenings, and weekends

This position is ideal for a highly organized, customer-focused professional who enjoys supporting events, collaborating with diverse clients, and ensuring seamless event experiences through effective event, facility, and technology support.

• High School/GED (degree must be conferred on or before agreed upon start date)
• Two to three years' related experience preferred

Certifications, Registrations, and/or Licenses:

• Drivers License is required 

Skills, Proficiencies, and/or Knowledge:

• Excellent project management and organizational skills with the ability to manage multiple events and assignments simultaneously.
• Strong verbal and written communication skills are needed, including the ability to interact professionally with vendors, clients, executives and attendees.
• Proven ability to coordinate event logistics; strong customer service and relationship-building skills.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Time management skills and ability to meet deadlines.

• Prefer experience in event support