Projects and Events Coordinator

The Projects and Engagement Manager plays a central role in advancing the Office of the Executive Vice President and Provost (EVPP) academic mission by leading the coordinated execution of high-impact engagement initiatives and complex projects. Reporting to the Chief of Staff, this position serves as an operations partner to the Chief of Staff, ensuring the effective planning, execution, and continuous improvement of priority initiatives and signature events.

This role integrates project management excellence with engagement strategy, coordinating a portfolio of cross-functional initiatives and high‑visibility academic and non‑academic projects and events that support the University’s mission and enhance the EVPP’s visibility and impact. Success in this position requires sound judgment, discretion, and the ability to operate effectively as part of a team and independently, in a complex, fast‑paced academic environment.

The Coordinator operates with a high degree of organization and professionalism, ensuring that initiatives are executed efficiently, communications are clear, and outcomes align with established goals.

Primary Responsibilities
Projects and Initiatives Coordination (40%)

Manage and coordinate full project lifecycles, including scope definition, planning, implementation, communicating, monitoring, and closeout for committees, task forces, senior level searches, etc.
Develop and maintain comprehensive project plans, timelines, milestones, and deliverables across multiple initiatives (in person, hybrid, and virtual)
Monitor progress, identify risks, and implement mitigation strategies to ensure successful projects and initiatives outcomes
Conduct research, analysis, and stakeholder engagement to inform project planning and decision‑making
Build and sustain strong relationships with internal and external partners
Serve as a key liaison across the EVPP and broader institution, ensuring effective communication and coordination of EVPP events
Represent the EVPP in initiatives related to engagement, belonging, and institutional culture
Foster collaborative partnerships that advance strategic priorities and enhance community impact
Prepare draft briefings, status reports, and recommendations to inform decision‑making
Maintain accurate and accessible project documentation and records
Provide timely, routine, executive‑level project summaries to EVPP leadership

Events Leadership (35%)

Develop and implement a comprehensive engagement and events strategy aligned with EVPP priorities and goals
Lead the planning and execution of high‑profile events, including academic forums, leadership convenings, receptions, recognition programs, accreditation‑related activities, and ceremonial events
Advise senior leadership on event strategy, audience engagement, and program design
Design, develop, and implement community engagement initiatives within the Office of the EVPP that strengthen belonging, collaboration, and institutional impact (e.g., team engagement and recognition events, milestones recognitions)
Cultivate strong partnerships and cross‑functional relationships to deliver impactful, engaging events and support mission‑aligned initiatives. Convene and facilitate internal and external stakeholder groups to support initiative and event development and delivery
Oversee all event logistics, including budgeting, vendor coordination, communications, event attendee management, catering, production needs, facilities coordination, and participant experience
Provide on‑site coordination and support event operations for all events by assisting with setup and breakdown activities, handling materials and supplies, coordinating logistics, and addressing last‑minute event needs or issues.
Develop event materials such as agendas, briefing documents, and run‑of‑show plans
Ensure events and engagement efforts reinforce institutional reputation and academic excellence
Establish, collect and evaluate engagement metrics, using data to inform continuous improvement
Engage in program/event evaluation using surveys and/or other evaluation tools, and then analyzing results to inform consistent growth and development of high‑profile events, improve attendee experience, and improve operational efficiencies

Operational and Administrative Support (25%)

Provide executive and operational administrative support to the Chief of Staff
Contribute to continuous improvement of office operations, processes, and administrative systems
Establish and refine systems, tools, and workflows to support consistent and efficient project and event delivery; and administrative operations
Support procurement, expense processing and tracking, and compliance with university policies and procedures. Coordinate procurement, contracts, and invoice processing
Coordinate meetings, agendas, and documentation, ensuring clear tracking of decisions and action items
Maintain organized records, files, and administrative systems
Perform other duties as assigned or necessary to support the mission and administrative operations of the Executive Vice President and Provost
Project management and execution
Community engagement and stakeholder strategy
Executive communication and writing
Analytical thinking and problem‑solving
Relationship‑building and influence
Discretion and sound judgment

Required Qualifications

Bachelor’s degree in business administration, non‑profit management, hospitality management, or related field; and,
A minimum of six (6) years of relevant progressive experience in project coordination, event planning, community engagement, academic or administrative administration, or related fields
Demonstrated success leading, managing and coordinating complex, cross‑functional projects and high‑profile events and meet deadlines in a fast‑paced environment
Ability to coordinate projects across multiple stakeholders and functions
Experience working with or supporting senior leadership in a complex organization
Ability to work both independently and collaboratively in a high‑performing team environment
Excellent written and verbal communication skills, including preparation of executive‑level materials
Strong organizational skills with high attention to detail
High proficiency with technology, specifically project management and tracking tools
On event days and occasionally, ability to work longer hours, and engage in physical activities related to events. Possible activities include, but are not limited to walking standing, light lifting and setting up and taking down equipment.

Preferred Qualifications

Experience in higher education, nonprofit or similarly complex institutional environments
Project management and/or event management certification
Experience advancing community engagement, belonging, or organizational culture initiatives
Demonstrated ability to translate strategy into execution and measurable outcomes
Experience coordinating high‑visibility events or programs
Adaptability and composure in high‑pressure settings
Strong problem‑solving skills and adaptability in a dynamic setting
Strong interpersonal skills and ability to build effective working relationships
Advanced knowledge of Google Suite
Adept in use of CoPilot/Gemini or other as administrative tools for work optimization
Experience managing budgets, vendors, and contracts
Experience with program evaluation (data‑driven analysis for decision making)

Additional Expectations

Professionalism, maturity, and experience with the prudent handling of confidential and highly sensitive information
Flexibility to support events and initiatives outside standard business hours as needed
Ability to work in hybrid environment, subject to leadership discretion
Commitment to fostering inclusive and respectful engagement across diverse communities