Part-Time Event Coordinator

UNIVERSITY EVENTS AND CONFEREN (UA-UECO-IUINA)

Indiana University (IU) Indianapolis Event and Conference Services (ECS) provide comprehensive conference and event management services for both on- and off-campus programs, serving the university, community organizations, and business professionals. As the university's centralized event planning resource, ECS offers a seamless, full-service approach to coordinating educational, professional, cultural, and social events of all sizes.

From initial planning through event execution, our experienced team serves as a single point of contact, managing logistics, vendor coordination, venue selection, registration support, and on-site event operations. Whether hosting an intimate meeting, a large-scale conference, or a community celebration, ECS delivers customized solutions that create exceptional experiences throughout Indianapolis and beyond.

The Event Coordinator reports directly to the Event Manager and provides operational and administrative support throughout event planning and execution. Under the Event Manager's direction, the Event Coordinator serves as a liaison among clients, campus partners, vendors, service providers, and internal departments to support successful event delivery and exceptional customer service. The Event Coordinator works with Event Managers to execute event details efficiently while maintaining compliance with the policies and procedures of Madam Walker, the university, and the facility.

Department-Specific Responsibilities

Assists with event logistics, prepares documentation, communicates with clients and vendors; supports on-site operationsAssists with coordinating all phases of event planning, from initial inquiry through post-event evaluationConducts site visits and facility tours for prospective and confirmed clientsAssists with developing event timelines, setup layouts, scheduling services, and detailing event ordersOversees room reservations, space utilization, and day-of-event operationsServes as a primary or secondary point of contact for assigned events and clientsProvides timely, professional, and responsive communication throughout the planning processAssists with and oversees event setup, execution, and breakdownMonitors event activities and proactively addresses operational issues as they ariseWorks closely with Event Managers to secure and coordinate all resources necessary for successful event executionCoordinates with internal departments, campus partners, and external vendors to ensure seamless event executionMaintains accurate event records, documentation, and communication logsEnsures events comply with university and Madam Walker policies, procedures, safety regulations, and facility requirementsReviews and maintains required event documentationAssists with emergency response planning and risk mitigation procedures as needed

EDUCATION

High school diploma or equivalent (such as HSED or GED)

Required

WORK EXPERIENCE

1 year of experience in event planning, conference services, hospitality, customer service, or a related field

Preferred

Experience in higher education, conference services, venue management, or hospitality operationsExperience coordinating vendors, service providers, and event logistics

Skills

Required

Strong organizational, time management, and project coordination skillsExcellent written and verbal communication skillsProficiency in Microsoft Office Suite and event management softwareAbility to manage multiple priorities in a fast-paced environmentAbility to work independently and collaboratively as part of a teamAbility to work evenings, weekends, and holidays as required by event schedulesExcellent customer service skillsDemonstrated attention to detailKnowledge of event logistics managementKnowledge of project coordinationProblem solving and decision making skillsRelationship building skillsKnowledge of audiovisual equipment and event technologyFamiliarity with event contracts, budgets, and invoicing processes

This role requires the ability to remain in a stationary position as well as the ability to frequently move about the workplace. This role requires the ability to move objects, event materials, and supplies. The role requires the ability to position one's self in low level positions. The person in this role must be able to perform the essential functions with or without an accommodation.

Flexible schedule required to support events occurring outside of normal business hours, including evenings, weekends, and holidays

Hours are not guaranteed and are scheduled based on business levels, client demand, and event activity.

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

Comprehensive medical and dental insuranceHealth savings account with generous IU contributionsHealthcare and dependent care flexible spending accountsBasic group life insurance paid by IUVoluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insuranceBase retirement plan with generous IU contributions, subject to vestingVoluntary supplemental retirement plan optionsTuition subsidy for employees and family members taking IU courses10 paid holidays plus a paid winter break each yearGenerous paid time off plansPaid leave for new parents and IU-sponsored volunteer eventsEmployee assistance program (EAP)

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

Career Level: Part Time Employee

FLSA: Nonexempt

Job Function: Part Time Employee

Job Family: Part Time Employee

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

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.

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.

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.

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Telephone: 812-856-1234