Event Planning Coordinator

Event Coordinator Specific Duties and Responsibilities: • Plan and execute in-person CE events from initial scheduling through post-event wrap-up • Develop and maintain detailed event plans, timelines, run-of-show documents, and task lists • Coordinate venue logistics, room setups, accessibility, signage, and audiovisual needs • Oversee day-of event execution and on-site coordination • Order and coordinate event materials (badges, print materials, signage, handouts, supplies); manage shipping and inventory as needed • Serve as the primary operational contact for participants, speakers, vendors, and contractors • Collaborate with Advancement/Alumni Relations and other internal departments • Coordinate speaker logistics and on-site support • Collaborate with the Credentialing Coordinator to support delivery of credentialed CE events • Communicate schedule or program changes that may affect CE approval • Ensure event delivery aligns with approved credentialing parameters • Collect and maintain event-level data (registrations, attendance, satisfaction) • Administer post-event evaluations and summarize feedback • Track trends and recommend improvements • Prepare summary reports for leadership • Create purchase requests and track event-related expenses • Collect and organize invoices and receipts • Maintain organized event files and documentation Minimum Qualifications: • High School diploma required, associate's degree preferred • Experience coordinating in-person events or educational programs • Ability to manage multiple priorities and deadlines • Strong organizational skills and attention to detail • Ability to collect, track, and summarize operational data • Effective written and verbal communication skills • Proficiency with standard office software • Ability to work variable hours, including occasional evenings and weekends Physical Requirements and Work Environment: • Perform sedentary to light work in a ventilated, lighted, and temperature-controlled office setting • Frequent need to stand, stoop, walk, sit, lift objects (up to 25 pounds) and perform other similar actions during the workday • Travel and weekend work as assigned for live events This position description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job.

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