Events Coordinator

Tennessee Board of Regents•Town of Gallatin, NY

25d

About The Position

The Events Coordinator plays a vital role in creating meaningful, well-executed experiences that support Volunteer State Community College’s mission and community engagement. This position is responsible for coordinating all internal college events and supporting external event requests, ensuring seamless collaboration across divisions, consistent branding, and exceptional execution. This role serves as the central point of coordination for event logistics including facilities, space allocation, audio-visual needs, scheduling, equipment, and internal promotion while also building strong relationships with campus partners and external stakeholders. The ideal candidate is highly organized, detail-oriented, and thrives in a collaborative, people-centered environment.

Requirements

Bachelor’s degree and one year of experience in event coordination, scheduling, facilities coordination, or a related role OR Associate’s degree and three years of experience in event coordination, scheduling, facilities coordination, or a related role.
Strong organizational and project management skills with exceptional attention to detail.
Demonstrated ability to manage multiple events and priorities simultaneously.
Excellent interpersonal and communication skills; ability to build rapport and work collaboratively across varied teams.
Comfort working with scheduling systems, databases, and event management tools.
Ability to anticipate needs, solve problems, and adapt in fast-paced environments.
Strong customer-service mindset with a calm, professional presence.
Commitment to Volunteer State Community College’s mission with a student and community centered approach.
Ability to work in a collaborative, cross-functional environment.

Nice To Haves

Bachelor’s degree in Marketing, Communications, Event Management, Hospitality, or a related field.
Experience in higher education or a large, multi-unit organization.
Familiarity with space management or scheduling software (Ad Astra or similar).
Experience coordinating both internal and external events.

Responsibilities

Supervise staff, assigns projects, monitors, and evaluates performance, and provides training.
Event planning and coordination. Coordinate and manage all internal college events, including meetings, convocations, campus celebrations, forums, trainings, and special initiatives. Serve as a primary point of contact for external event requests, working collaboratively with campus partners to ensure alignment with institutional priorities and policies. Coordinate logistics including space reservations, facilities setup, audio-visual support, equipment needs, catering coordination (when applicable), and event timelines. Ensure events are executed professionally, efficiently, and in alignment with Volunteer State branding and standards.
Scheduling and space management. Works in conjunction with the administrator for Ad Astra, the College’s scheduling and space management system. Manage space allocation requests, ensuring efficient and strategic use of campus facilities. Collaborate with departments and divisions to balance instructional, operational, and event-related space needs.
Equipment and materials management. Maintain inventory and oversight of event-related equipment and materials, including but not limited to banners, tablecloths, signage, display materials, and branded assets. Coordinate setup, breakdown, storage, and upkeep of event materials to ensure readiness and professional presentation. Identify needs for replacement or enhancement of event materials and make recommendations accordingly.
Marketing and communication. Work closely with the Marketing team to ensure events are marketed effectively to faculty, staff, and students. Coordinate timelines and details to support promotional efforts across internal communication channels. Ensure event details are accurate, timely, and clearly communicated to all stakeholders.
Collaboration and relationship management. Build strong working relationships across all divisions and campuses. Serve as a trusted partner to departments planning events, offering guidance, structure, and solutions. Collaborate with Facilities, IT/AV, Campus Police, and other support units to ensure smooth execution.
Other duties as assigned.

Benefits

Health, Dental, Vision, Life, Disability (long and short term), FSA/HSA
Wellness Incentive Program (if enrolled in Health)
Educational Assistance: Fee Waiver, Spouse/Dependent Discounts, Tuition Reimbursement
Employee Assistance Program
Longevity Pay
Retirement Options: State of TN Pension (TCRS), 401a, 401K with up to $50/month match, 403b, and 457
14 Paid Holidays/Year
Annual Leave (if applicable)
Sick Leave
Sick Leave Bank
State Employee Discount Program with over 900 merchants