Coordinator, Events

The J•Overland Park, KS

9d•Onsite

About The Position

The Coordinator, Events provides hands-on coordination and logistical support for special events and programs across The J. In partnership with program directors and designated event owners, the Coordinator translates established event plans and direction into organized timelines, schedules, action items, and logistics. The position is focused on execution and follow-through; the program director or event owner retains responsibility for the event and makes final decisions regarding its content, goals, budget, and overall direction. A primary function is supporting The J’s largest annual fundraiser. The Coordinator also supports events throughout the year, including member celebrations, holiday programs, community events, fundraising events, family programs, and other special events. The role involves coordinating resources and working collaboratively with staff, volunteers, vendors, and community partners, while managing multiple event details and responding flexibly to changing needs. The J is committed to creating a diverse environment and welcomes applicants from all backgrounds. The J is Shabbat-Observant Friendly. Its mission is to build a strong, vibrant, and inclusive community that enhances wellness, meaning, and joy based on Jewish values, heritage, and culture.

Requirements

High school diploma or equivalent.
Substantial experience coordinating events, programs, projects, activities, or similar work.
Strong organizational and time-management skills.
Ability to manage multiple tasks, deadlines, and priorities simultaneously.
Strong interpersonal and communication skills.
Ability to work effectively with people from diverse backgrounds and with staff at all levels of the organization.
Strong attention to detail and follow-through.
Ability to remain calm, flexible, and solutions-oriented when plans change.
Proficiency with Microsoft Office or comparable productivity software.
Ability to work in-office during standard work hours plus some evenings and weekends as needed for events.
Ability to sit, stand, walk, and move throughout The J and event locations for extended periods.
Ability to routinely lift and carry supplies and equipment weighing up to 25 pounds.
Ability to assist with event setup and teardown, including moving tables, chairs, signage, supplies, and other event materials.
Ability to bend, stoop, reach, and perform other physical activities associated with event setup and execution.
Ability to work indoors and outdoors and in a variety of event environments.
Ability to work evenings, weekends, and occasional holidays as required.

Nice To Haves

Experience working in a community center, nonprofit, recreation, hospitality, education, arts, or similar environment.
Experience coordinating volunteers.
Experience working with vendors and contractors.
Experience supporting events involving large numbers of participants or guests.

Responsibilities

Coordinate the logistics and execution of special events in partnership with program directors and designated event owners.
Translate established event plans into timelines, schedules, action items, and logistical details.
Coordinate event resources, including facilities, equipment, supplies, vendors, food and beverage, signage, registration, and other needs.
Monitor event progress, follow up on outstanding items, and identify logistical issues or potential challenges for resolution.
Work with program directors and event owners to understand event goals, priorities, responsibilities, and timelines, and provide regular updates.
Keep event logistics aligned with the event owner’s direction; resolve routine operational matters and refer decisions affecting event scope, budget, programming, or overall direction to the event owner.
Coordinate with vendors, staff, volunteers, and community partners to support event preparation and execution.
Provide event information, schedules, assignments, and logistical direction to staff and volunteers.
Serve as a point of contact for routine event-related questions and coordinate resources needed for event activities.
Provide hands-on support before, during, and after events, including setup, guest and participant experience, activities, transitions, cleanup, and teardown.
Respond to routine issues during events and escalate matters requiring the event owner’s direction.
Maintain event calendars, timelines, records, contact information, and other coordination documentation.
Assist with event communications, registration, attendance tracking, expense tracking, and other administrative activities.
Maintain organized information and documentation to support planning and execution of future events.