Event Coordinator

Aquinas College • East Grand Rapids, MI

1d • Onsite

About The Position

The Conference and Event Coordinator is responsible for managing scheduling, coordination, and support of internal and external events. This role requires effective use of the Event Management System (EMS) software to maintain accurate booking information and provide professional communication with both campus departments and external clients.

The Coordinator will also take the lead on events in athletic facilities and support specific departmental event needs across campus, including direct, hands-on assistance with event setup and execution.

Requirements

• Prior experience in event planning, conference services, hospitality, or facilities/event setup strongly preferred.
• Proficiency with event management software (EMS or equivalent), Google Workspace (Teams, Chat, Sheets, Docs, etc), and Zoom
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills; ability to build and maintain professional relationships.
• Ability to work evenings and weekends as needed for event coverage.
• Physical ability to support event setup, including lifting up to 50 pounds, moving furniture, and assisting with room configuration.

Responsibilities

• Event Scheduling and Management
• Enter, update, and maintain all internal and external event bookings in EMS software.
• Process adjustments and cancellations in a timely and accurate manner. Multi-task multiple events’ needs at once.
• Ensure event details are consistent with College policies and procedures.
• Client and Departmental Support
• Serve as the primary point of contact for internal clients, providing outreach, ongoing communication, and account maintenance.
• Coordinate with internal departments to support programmatic and operational needs for events.
• Lead planning and execution for events in athletic buildings and other designated campus facilities.
• Event Coordination and Setup
• Required to help with events as needed, which means that weekly schedules will vary based upon the department’s needs
• Provide hands-on support with event setup, teardown, and logistics as needed. ○ Please Note: these duties may occur on nights and weekends.
• Communicate effectively with facilities, dining, athletics, IT, and other partners to ensure successful event outcomes.
• Monitor event progress, address on-site needs, and troubleshoot issues as they arise. ● Ensure event spaces are prepared and returned to their standard configuration.
• Administrative and Operational Support
• Maintain accurate records of contracts, agreements, and event documentation.
• Track and report event activity, including usage of athletic and other campus facilities.
• Assist with billing, invoicing, and financial reconciliation for external client events.

Benefits

• Aquinas College offers an excellent benefits package that includes affordable medical, dental, and vision plans, generous paid vacation each year, 16 paid holidays, paid sick time and short-term disability, and college-paid life and AD&D insurance.
• Additionally, Aquinas employees and their dependents are eligible for free tuition at Aquinas after one year of full-time employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed