Event Coordinator

Summary

Reporting to the Director of the Fine Arts Center and Campus & Conference Events, the Event Coordinator provides full-time administrative, logistical, and technical assistance to the Fine Arts Center and Campus & Conference Events (CCE). This position plays a vital role in planning and executing internal and external events and performances, ensuring successful coordination across campus departments and delivering high-quality support to clients, students, and guests.

Essential Functions

• Provide comprehensive administrative support, including scheduling meetings, conducting tours, managing correspondence, processing invoices, and submitting campus service tickets.
• Assist in the planning, coordination, and execution of campus events and performances.
• Coordinate logistics with Dining Services, Facilities, Campus Police, ITS, and other campus stakeholders.
• Provide oversight and strategic management of the Carney Art Gallery, with responsibility for curating exhibitions that feature community-based and international artists, as well as fostering programs that engage public and academic interest.
• Knowledge of financial record-keeping principles, methods, and procedures, with the ability to perform mathematical computations quickly and accurately
• Under the guidance of the Director of Campus & Conference events, support technical needs for FAC events, including operating or assisting with lighting, sound, and A/V equipment.
• Troubleshoot minor technical issues during CCE events, including basic computer and audio-visual setups.
• Maintain inventory of events and technical equipment.
• Create and manage documentation for event coordination and production scheduling.
• Enter and track requests via systems such as Ad Astra, SchoolDude, and Campus Police/Aramark work orders.

Other Responsibilities

• Ensure safety protocols are followed during events and report concerns as needed.
• Remain flexible and responsive to last-minute changes and urgent support needs.
• Stay current with new technologies, event tools, and best practices.

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
• Professional experience in event planning, theater production, or hospitality, preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
• Familiarity with event management systems (Ad Astra, SchoolDude) is a plus.
• Experience operating soundboards, lighting systems, and projectors, preferred; training available.
• Strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.
• Excellent interpersonal and communication skills.
• Willingness to work evenings and weekends as event schedules require.
• Ability to uphold the University’s commitment to inclusive excellence in a diverse educational community.

Working Conditions/Physical Demands

• Normal office environment, not subject to extremes in noise, odors, etc.
• May spend extended periods at a computer terminal or using office machines, requiring eye-hand coordination and fine motor skills.
• Subject to regular interruptions and occasional event site visits.
• Ability to implement procedures related to college policies, rules, and procedures.
• Requires physical activity such as bending, standing, climbing stairs, and lifting/moving equipment up to 45 pounds.
• Involves occasional evening and weekend work in support of campus events.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

In employment, as in education, Regis College is committed to equal opportunity. Regis does not discriminate on the basis of race, color, age, religion, creed, sex, gender identity or expression, sexual orientation, ethnic or national origin, ancestry, citizenship, marital or parental status, physical or mental disability, genetic information, pregnancy, veteran’s status, membership in uniformed services or any other protected status.

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