Events Coordinator

Arizona State University•Phoenix, AZ

7d•$50,000 - $55,000•Onsite

About The Position

ASU Health seeks an experienced Events Coordinator to plan, coordinate, execute and evaluate a varied portfolio of events supporting ASU Health and its four academic units: the College of Health Solutions, Edson College of Nursing and Health Innovation, John Shufeldt School of Medicine and Medical Engineering, and School of Technology for Public Health. The Events Coordinator is part of the ASU Health Events team within Strategic Marketing and Communications, supporting events that advance ASU Health’s priorities and strategic goals. Events span academic, clinical, research, advancement, alumni, student, community and institutional audiences and formats. The coordinator serves as the primary contact for assigned events and works with academic, clinical, research, development, communications, marketing, alumni and administrative partners. Responsibilities cover event logistics from initial planning through post-event closeout, including stakeholder coordination, registration, vendors, technology, communications, staffing and on-site operations. The role requires project management, organizational and problem-solving skills, independent judgment, effective communication and the ability to manage competing priorities and adapt to changing requirements. It reports to the Events Manager for ASU Health and requires schedule flexibility for occasional evening, weekend and special events. The position is based at ASU’s Downtown Phoenix campus. Work takes place in an environmentally controlled office and a variety of indoor and outdoor event settings, with possible travel between ASU campuses and other event locations. The stated salary range is $50,000–$55,000 per year, depending on experience.

Requirements

Bachelor’s degree and three years of experience appropriate to the area of assignment or field, or an equivalent combination of experience and/or training that provides comparable knowledge, skills and abilities.
Strong project management, organizational and problem-solving skills, including the ability to manage multiple events and competing priorities in a fast-paced environment.
Ability to independently manage assigned events, anticipate logistical needs, communicate effectively with varied stakeholders and adapt to changing event requirements.
Ability to work a flexible schedule for occasional evening, weekend and special events.
Ability to stand for varying lengths of time and walk moderate distances before, during and after events.
Ability to move frequently throughout event venues to support setup, execution and breakdown.
Ability to use software and computer equipment for extended periods.
Ability to bend, reach, lift, push and pull equipment and supplies weighing up to 25 pounds.
May be required to travel between ASU campuses and other event locations.
If driving is required, must possess a valid U.S. driver’s license of the appropriate class and required endorsements throughout employment.

Nice To Haves

Demonstrated knowledge of event planning, operations and logistics.
Experience planning and coordinating events from initial planning through execution and post-event closeout.
Experience managing multiple events, projects and competing priorities in a fast-paced, deadline-driven environment.
Knowledge of project management processes, tools and systems, including using project management software to manage timelines, assignments and deliverables.
Experience using event registration and management systems such as Stova or similar platforms.
Experience coordinating event technology and technical aspects of in-person, virtual and hybrid events.
Experience coordinating venues, catering, audiovisual services, rentals, entertainment and other event-related services.
Experience tracking event-related expenses, coordinating purchasing processes and monitoring approved budgets.
Ability to anticipate logistical challenges, develop contingency plans and identify effective solutions.
Strong organizational skills and attention to detail, with the ability to manage multiple priorities and maintain accurate event documentation.
Strong communication skills and the ability to communicate effectively with a varied range of stakeholders.
Experience establishing and maintaining effective working relationships with internal partners and external vendors.
Ability to work independently, exercise sound judgment and adapt to changing priorities and event requirements.
Experience using Wrike or similar project management systems.

Responsibilities

Plan, coordinate and manage assigned in-person, virtual and hybrid events, including lectures, symposiums, conferences, ceremonies, alumni and development events, community events and other special events.
Serve as the primary contact for assigned events; assess objectives, audience, scope, timeline, budget and logistical needs with stakeholders and recommend event operations, registration, technology and staffing arrangements.
Develop and maintain event timelines, logistics plans, run-of-show documents, task assignments and project documentation using Wrike and other event management systems.
Manage multiple event timelines and competing priorities while ensuring deliverables are accurate and on schedule.
Develop and manage registration processes via Stova, including setup, attendee communications, registration fields, waitlists, check-in, dietary and accessibility information, reporting and post-event data.
Coordinate event technology and equipment, including registration systems, virtual and hybrid platforms, audiovisual services, presentation technology and event equipment.
Coordinate event communications, promotional needs and deadlines with marketing, communications and other partners.
Coordinate with venues and external vendors for catering, audiovisual services, rentals, entertainment, transportation and other event services.
Track event expenses, coordinate estimates and purchasing processes, and monitor approved budgets in accordance with university policies.
Anticipate logistical and operational challenges, develop contingency plans and recommend solutions.
Provide on-site coordination, including setup and breakdown, registration and check-in, vendor coordination, speaker support, technology, event staffing, troubleshooting and day-of operations.
Collaborate with academic, clinical, research, development, communications, marketing, alumni and administrative partners to deliver events that support ASU Health and its academic units.
Complete post-event activities, including attendance and registration reporting, vendor and financial follow-up, equipment reconciliation, documentation and evaluation.
Contribute to improving event processes, tools and best practices to increase consistency, efficiency and the attendee experience.
Perform other duties as assigned.