Event Services Specialist

Department

UNIVERSITY EVENTS AND CONFEREN (UA-UECO-IUBLA)

Department Information

The University Events team, provides strategic leadership to
protect, advance, and elevate the university's brand and reputation
in Indiana and around the world. The University Events team strives
to create world-class events and experiences for Indiana University
(IU).

Job Summary

The Event Coordinator supports the planning and execution of a
diverse portfolio of university events while providing
comprehensive administrative support throughout the event
lifecycle.

Department-Specific Responsibilities

Serves as the lead planner for assigned events, collaborates
with event managers to support additional events, and performs a
variety of administrative and operational tasks that contribute to
the successful delivery of high-quality events and
experiences.
Serves as the primary event coordinator for assigned university
events, managing event logistics including venue selection, budget
tracking, catering coordination, registration management, and other
event-related requirements to ensure successful execution.
Collaborates closely with University Events production and
communications teams to coordinate event-related audiovisual,
staging, technology, branding, signage, and communication
needs.
Assists with the preparation and setup of event spaces,
including registration areas, event décor, room layouts, signage
placement, and general event readiness activities.
Supports on-site event operations by coordinating logistics,
monitoring event timelines, assisting guests and stakeholders, and
addressing event-related needs as they arise.
Maintains detailed event timelines, planning documents, and
project records to ensure effective communication, organization,
and coordination among campus partners, vendors, and event
stakeholders.
Works closely with the Director of Special Events to coordinate
ceremonial event responsibilities, including commencement-related
logistics, regalia and honor cord management, platform party
coordination, and other event-specific ceremonial
requirements.
Completes a variety of event-related administrative functions,
including managing RSVP processes, preparing and organizing
nametags, place cards, event materials, registration records, and
other event support resources.
Utilizes university business systems and software applications
to maintain records, generate reports, analyze data, and track
event logistics, attendance, expenditures, and project
milestones.
Receives, screens, responds to, and appropriately routes
inquiries received through departmental email accounts, telephone
calls, and mail correspondence, providing timely and professional
customer service.
Assists with financial administration for events by initiating
purchase requests, processing invoices, reconciling expenses,
maintaining budget documentation, and supporting other
event-related financial activities.
Maintains inventory of office and event supplies and
coordinates procurement activities to ensure adequate resources are
available to support departmental operations and events.
Works closely with student interns and support staff to
coordinate assignments, provides training and guidance, monitors
project completion, and supports successful event execution and
departmental operations.

General Responsibilities

Plans a variety of recurring and ad hoc events for the
university and oversees budgets, vendor contracts, transportation,
catering, signage, equipment, technology, and other event
components. Coordinates event activities prior to and on the day of
events.
Consults with internal and external constituencies to plan
event timelines and specifications and negotiate the terms of
agreements and contracts.
Works closely with vendors and staff to ensure goods and
services arrive timely and in acceptable condition for events.
Interfaces with media and/or marketing and communications
representatives regarding calendar of events and event
publicity.
Tracks and analyzes event metrics, such as attendance,
participant feedback, and expenses; monitors effectiveness and
return of investment; tracks suggested event improvements for
future implementation in recurring events.
Ensures events adhere to university guidelines and policies and
event contracts, agreements, and specifications.
May delegate administrative tasks to Event Services
Coordinators.

Qualifications

Combinations of related education and experience may be
considered. Education beyond the minimum required may be
substituted for work experience. Work experience beyond the minimum
required may be substituted for education.

EDUCATION

Required

Bachelor's degree in business, finance, public administration,
or related field.

WORK EXPERIENCE

Preferred

Some experience in events, hospitality, or related field.

LICENSES AND CERTIFICATES

Preferred

Possesses a valid driver's license with the ability to be
insured by Indiana University upon date of hire.

SKILLS

Required

Proficient written and verbal communication skills.
Maintains a high degree of professionalism.
Demonstrates time management and priority setting skills.
Demonstrates a high commitment to quality.
Possesses flexibility to work in a fast paced, dynamic
environment.
Seeks to acquire knowledge in area of specialty.

Preferred

Excellent collaboration and team building skills.
Excellent organizational skills.
Instills commitment to organizational goals.
Demonstrates excellent judgment and decision making
skills.
Effective conflict management skills.
Ability to build and manage effective teams.

Working Conditions / Demands

This role regularly requires the ability to effectively communicate
and to operate a computer and other standard office productivity
equipment. This role frequently requires the ability to handle
equipment. The position involves sedentary work as well as periods
of time moving around an office environment and the campus. This
role requires long hours for event setup, execution, and tear-down,
including nights and weekends. This role requires state-wide and
occasionally nation-wide travel to supervise events. The person in
this role must be able to perform the essential functions with or
without an accommodation.

Benefits Overview

For full-time staff employees, Indiana University offers a wide
array of benefits including:

Comprehensive medical and dental insurance
Health savings account with generous IU contributions
Healthcare and dependent care flexible spending accounts
Basic group life insurance paid by IU
Voluntary supplemental life, long-term disability, critical
illness, and supplemental accidental death & dismemberment
insurance
Base retirement plan with generous IU contributions, subject to
vesting
Voluntary supplemental retirement plan options
Tuition subsidy for employees and family members taking IU
courses
10 paid holidays plus a paid winter break each year
Generous paid time off plans
Paid leave for new parents and IU-sponsored volunteer
events
Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU
Benefit Programs Brochure .

Job Classification

Career Level: Core

FLSA: Exempt

Job Function: Operations

Job Family: Events

Click here to learn more about Indiana University's
Job Framework.

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the
advertised Close Date. This posting may be closed at any time at
the discretion of the University, but will remain open for a
minimum of 5 business days. To guarantee full consideration, please
submit your application within 5 business days of the Posted
Date.

If you wish to include a cover letter, you may include it with your
resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of
ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination
here which includes contact information .

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy
statements, crime and fire statistics for all Indiana University
campuses, is available online . You may also request a
physical copy by emailing IU Public Safety at [email protected] or by visiting IUPD.

Contact Us

Request Support

Telephone: 812-856-1234