Campus Event Coordinator

Detroit Country Day School•Beverly Hills, CA

6d•Onsite

About The Position

The Campus Events Coordinator manages the scheduling and use of all campus spaces, including academic, athletics and arts facilities, by community members and external groups. This role maintains the campus-wide scheduling process, coordinates event and rental logistics, and serves as the designated liaison between DCDS and external groups. The Coordinator is the central point of contact connecting academic, athletic, and administrative departments with the appropriate campus resources. This is a full-time, exempt, 12-month position that reports to the Director of Facilities and Capital Projects.

Requirements

Bachelor’s degree in hospitality, event management, business administration, or a related field preferred, or an equivalent combination of education and relevant experience.
Minimum two years of experience in scheduling, event coordination, hospitality, or a related area.
Demonstrated experience coordinating complex schedules, events, or space use.
Strong organizational, communication, customer service, and follow-through skills.
Ability to manage multiple priorities, respond effectively to unexpected circumstances, and meet deadlines in a fast-paced environment.
Ability to move throughout campus to coordinate and monitor the use of spaces for academic programs, student activities, events, and external partnerships.
Ability to stand and walk for extended periods while supporting events, meetings, and scheduled campus activities.
Ability to occasionally lift or move materials weighing approximately 15 to 20 pounds, such as event supplies, signage, or small equipment.
Ability to operate standard office equipment, including a computer, phone, and printer, and to review digital and printed documents.
Ability to communicate effectively in person, by phone, and electronically with internal and external stakeholders.
Ability to work in a variety of campus settings, including offices, indoor event spaces, and outdoor areas.

Nice To Haves

Experience in an educational or institutional environment is preferred.

Responsibilities

Maintain accurate event information in the School’s scheduling and calendar systems and establish a consistent process for submitting, reviewing, and approving space requests.
Coordinate campus-wide facility scheduling for internal academic, athletic, and institutional use.
Maintain the master calendar for campus spaces, resolve scheduling conflicts, and communicate changes to affected departments.
Serve as the primary point of contact for departments requesting campus space.
Support scheduling and logistical planning for auxiliary programs, summer use, and School initiatives.
Identify opportunities to improve scheduling, service coordination, and campus utilization.
Assist leadership in reviewing scheduling processes and service workflows.
Coordinate external campus rentals and maintain related usage agreements and documentation.
Prepare rental proposals and coordinate the execution of usage agreements.
Maintain certificates of insurance, payment records, event documentation, and other required rental records.
Coordinate with the Business Office regarding rental deposits, invoices, and outstanding balances.
Coordinate event logistics, staffing requests, access, and space preparation for outside users.
Support auxiliary revenue opportunities that align with School priorities and available campus capacity.
Provide responsive, professional customer service to individuals and organizations renting School spaces, serving as their primary point of contact throughout the rental process.
Confirm that external users meet School policies, insurance requirements, and contractual obligations.
Serve as the primary School contact for external rentals from initial inquiry through event completion.
Coordinate campus events, including academic, athletic, community, and institutional programs.
Arrange setup, breakdown, staffing requests, custodial support, and other event logistics.
Work collaboratively with Advancement, Admissions, Athletics, auxiliary programs, and academic leadership.
Conduct pre-event walkthroughs and confirm event requirements with internal departments, vendors, and renters.
Provide on-site coordination for designated events and rentals, including evenings and weekends as needed.
Coordinate service requests and event needs across departments.
Facilitate communication among custodial services, athletics, academic departments, administrative offices, and the maintenance operations department.
Track event and scheduling details to help ensure spaces and requested services are ready when needed.
Provide responsive, service-oriented support to students, faculty, staff, and community partners.
Maintain scheduling procedures, event checklists, rental documentation, and service standards.