Event Coordinator

Casper College•Casper, WY

5d•Onsite

About The Position

The Facilities Event Coordinator schedules, coordinates, contracts for, and oversees the use of college facilities, and associated equipment by campus and off-campus groups. The Event Coordinator structures rental agreements and ensures all facility usage aligns with college regulations and institutional goals. This position also trains college employees on procedural scheduling guidelines and the scheduling software system. This is a full-time benefited exempt position that reports to the Director of Facilities.

Requirements

Associate’s Degree in Business, Hospitality, or a related field from an accredited institution plus 3 years of experience in event coordination, hospitality, or customer service-related industries; OR a High School Diploma/GED with 5 years of equivalent experience in event coordination, hospitality, or customer service-related industries
Proven track record of coordinating complex, multi-organizational projects
High proficiency in Microsoft Office Suite
Exceptional organizational skills with rigorous attention to detail.

Nice To Haves

Bachelor's Degree in Business, Hospitality, or a relevant field from an accredited institution.
Experience managing facility scheduling frameworks and the use of an academic facility scheduling software such as 25Live.

Responsibilities

Facilitate comprehensive planning and coordination for community and college-wide events and act as the primary contact and central troubleshooter for all events.
Oversee total event lifecycle execution, including setup, active troubleshooting during all events, and final tear-down.
Schedule and coordinate multi-departmental services, including but not limited to classrooms, meeting spaces, athletic spaces, food services/catering, campus services and custodial services, and audiovisual equipment.
Structure and draft rental contracts for space utilization for external clients.
Enforce facility-use policies, verify external group proof of insurance, and address violations or security concerns immediately.
Manage complete billing cycles, including processing fees, making deposits, tracking payments, and issuing re-billings when necessary.
Foster collaborative partnerships and professional relationships with internal faculty, staff, students, and key external community members.
Conduct campus tours and meetings with prospective external clients when needed.
Distribute master schedules, leading monthly coordination meetings with stakeholders and providing weekly facility-use reports to necessary stakeholders.
Manage facility scheduling software systems to ensure accurate tracking of schedules, inventories, and maintenance timelines.