Event Coordinator

We are seeking a highly detail-oriented and systems-driven Event Coordinator to join our team. This role will play a critical part in supporting the planning and execution of events, with a specialized focus on communications, data management, and internal systems.

The ideal candidate is both analytical and collaborative—someone who is comfortable working with complex data sets, managing communication platforms, and ensuring accuracy across all event-related materials. This position operates within a highly cross-functional team where all coordinators are expected to contribute across event planning, logistics, and execution.

Responsibilities



Event Coordination & Execution


Collaborate with Event Managers and team members to support the planning and execution of events, including timelines, logistics, production needs, and onsite support. Serve as a project manager for assigned events while supporting team-led events as needed.

Guest List & Data Management


Utilize internal systems and data tools to build, manage, and audit guest lists. Ensure accuracy of guest data, invitation lists, and RSVP tracking. Analyze and manipulate spreadsheets to support event strategy and reporting.


Communications & Email Platforms


Manage event communications through platforms such as Mailchimp, including building, scheduling, and auditing email campaigns. Ensure messaging accuracy, proper audience targeting, and alignment with event goals.


Systems & Process Management


Create, maintain, and improve internal documentation, templates, and SOPs. Support team efficiency by organizing workflows and standardizing processes.


File & Database Organization


Maintain and organize shared digital storage systems (e.g., Box), ensuring files, templates, and event materials are accurate, up-to-date, and easily accessible.


Inventory & Resource Management


Track and manage event inventory, supplies, and materials. Maintain organization of event storage and support preparation of materials for events.


Cross-Functional Team Support


Work collaboratively within a team of coordinators where responsibilities are shared across roles. Provide support in areas such as client coordination, event design, onsite execution, and administrative tasks as needed.


Event Setup & Onsite Support


Assist with event setup, execution, and breakdown. Support staffing coordination and ensure a seamless onsite experience.

Minimum Qualifications



Minimum Qualifications


Experience in event coordination, project management, or related field
Strong proficiency in Microsoft Office Suite, especially Excel
Experience working with data systems, spreadsheets, and/or CRM tools
Excellent organizational, analytical, and problem-solving skills
Strong written and verbal communication skills
Ability to manage multiple projects and shifting priorities
Willingness to work evenings and weekends as needed

Preferences

Type


Benefited Staff

Special Instructions Summary

Additional Information


The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX (OEO). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page.

Online reports may be submitted at https://oeo.utah.edu

https://publicsafety.utah.edu/safetyreport/ This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

* Do you have a Bachelor's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)

Yes
No




Applicant Documents

Required Documents


Resume


Cover Letter


List of References

Optional Documents


Historical Only – Do Not Use – See Document Description for More Information – Addendum to the University of Utah – Veteran Only


Historical Only – Do Not Use – See Description for More Information – Appropriate discharge document (such as DD-2214) – Veteran Only

Open Date


04/16/2026

Requisition Number


PRN44717B

Job Title


Development Specialist

Working Title


Event Coordinator

Career Progression Track


D

Track Level

FLSA Code


Administrative

Patient Sensitive Job Code?


No

Standard Hours per Week


40

Full Time or Part Time?


Full Time

Shift


Variable

Work Schedule Summary


Monday – Friday 8am-5pm.

VP Area


President

Department


00289 - Development

Location


Campus

City


Salt Lake City, UT

Type of Recruitment


External Posting

Pay Rate Range


45,000

Close Date


06/05/2026

Priority Review Date (Note - Posting may close at any time)