Commencement & Events Coordinator

Department: Commencement & Events Coordinator

Campus Location: Wichita, KS - WSU Metroplex

Hire Type: Full Time

Pay: Pay range is $17.00 - $21.44 depending on experience

Work Schedule: M-F, 8:00 am - 5:00 pm, Occasional evening and weekends

Export Compliance Requirement: No export control requirement.

Job Story

Wichita State University is seeking a highly organized and detail-oriented Commencement & Events Coordinator to join our team of event professionals. This position will plan, coordinate, and execute commencement ceremonies and other University events for WSU campus and community. This role plays a critical part in ensuring high-quality experiences by coordinating logistics, facilities, services, and on-site operations.

The ideal candidate is a strong project manager with excellent communication skills, the ability to manage multiple timelines, and has experience coordinating both large and small scale events in a complex organizational environment.

Job Summary

Develops, coordinates and/or executes event planning. Coordinates events to facilitate effective presentation of programs or events.

Essential Functions

Performs public relations, sponsorship, hospitality, and/or project management for events. Coordinates all amenities, accommodations and/or production of materials and resources for events, as well as any associated contract negotiations. Maintains events calendar and/or records. May conduct post-event evaluations. Adheres to event budgets and/or maintains financial information.

Job Duties

• Coordinate logistics for conferences, meetings, and multi-day events
• Serve as a primary point of contact for clients, from initial planning through event completion
• Develop event plans, run-of-show documents, and detailed production schedules
• Manage event budgets, contracts, and vendor relationships
• Oversee event-day operations, including staff and volunteer supervision
• Ensure events reflect university branding, values, and inclusivity standards
• Plan and coordinate all aspects of commencement ceremonies, including logistics, timelines, venues, staging, seating, volunteers, and guest services
• Coordinate space reservations, room setups, audiovisual needs, catering, lodging, parking, and signage
• Coordinate speaker logistics, VIP protocols, and ceremonial traditions
• Serve as a liaison with academic units, facilities, students, vendors, volunteers, and external partners
• Conduct post-event evaluations and implement process improvements

Required Education and Experience:

High school diploma or equivalentOne (1) year of experience in office, event coordination or related fieldRequired License/Certifications/Training:

NoneKnowledge, Skills and Abilities:

Strong organizational and project management skillsExcellent written and verbal communication skillsAbility to manage multiple priorities under tight deadlinesProficiency with event planning tools, spreadsheets, and basic budget trackingAbility to work occasional evenings and weekends as required for eventsExcellent customer service and communication skillsAbility to manage multiple events and deadlines simultaneouslyFamiliarity with academic traditions and university governance structuresKnowledge of accessibility and inclusive best practicesPreferred Qualifications:

Bachelor's Degree2–4 years of experience coordinating eventsExperience in higher education settingsPlanning ceremonial or large-scale eventsCoordinating volunteers or temporary staffUsing and managing registration systemsPlanning and executing marketing initiatives

Physical Requirements:

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information. Ability to move, transport, and/or deliver items, supplies, or equipment. Ability to move or traverse across campus, within buildings and offices, and/or across external environments. Ability to travel in a vehicle for distances including but not limited to across city, county, and state.

Additional Physical Requirement:

Light Work: Exerting up to 20 pounds of force occasionally and/or negligible amount of force to constantly move objects. Light work involves remaining stationary most of the time.

Skills:
Audiovisual, Best Practices, Brand Marketing (Branding), Budget Management, Budgeting, Calculators, Calendar Management, Catering Services, Communication Skills, Conference Management, Contract Negotiation, Copying Machines, Customer Relations, Customer Support/Service, Detail Oriented, Event Management, Facilities Management, Higher Education, Hospitality and Tourism, Logistics, Marketing Plan, Multitasking, Office Equipment, Organizational Skills, People Management, Physical Demands, Presentation/Verbal Skills, Printers, Process Improvement, Production Schedule, Project/Program Management, Public/Media/Press/Analyst Relations, Spreadsheets, Systems Administration/Management, Time Management, University/School Governance, Vendor/Supplier Relations, Volunteer Management, Willing to Travel, Writing Skills

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