Event Program Coordinator

Description

This full-time, 12-month position reports to the Director of Client and Conference Services. The Event Program Coordinator will assist in the planning and execution of major internal campus events, including Commencement and Wellness Weekend. Additionally, the Coordinator will collaborate with the Director to create and plan college-hosted events supporting auxiliary revenue efforts. The ideal candidate will possess strong skills in event programming, planning, and project coordination.

Essential Responsibilities:

Event Programming & Project Coordination 

• Serve as the program coordinator for events planned by the Office of Client & Conference Services.
• Team up with subject area experts to help develop event-specific programming under the guidance of the Director of Client & Conference Services.
• Coordinate multiple event-related tasks, ensuring timely completion while adapting to the changing needs of clients.
• Liaise with various College offices and local vendors to coordinate event arrangements and maintain clear communication.
• Assist in preparing event materials and collateral, following the direction of the Director of Client & Conference Services.
• Ensure all necessary event materials are ready for events.
• Support the Director in processing event-related and vendor invoices promptly.

Event Logistics

• Assist n organizing pre- and post-event meetings with the Director of Client & Conference Services.
• Act as an on-site coordinator during events, coordinating tasks as assigned.
• Work with the Director to coordinate event logistics, including locations, audio-visual needs. 
• Collaborate with the Events Operations Manager to execute food and beverage orders, event setups and schedules according to client specifications.
• Oversee event set-up and tear-down as needed.
• Perform other duties as assigned.

Event Booking Software

• Learn and utilize event-related software and systems effectively. 

Marketing Support

• Work with the Office of Marketing to ensure event programming aligns with promotional timelines.
• Assist in creating marketing materials for conference services, under the supervision of the Director of Client and Conference Services and the AVP of Marketing. 

Office Coordination

• Respond to phone and email inquiries promptly.
• Meet with clients to address their needs.
• Manage office files and records efficiently.
• Review and approve meeting/event requests in the College’s event management system when the Director and Event Operations Manager are unavailable.
• Assist the Director in gathering data to identify areas for improvement and implement necessary changes for future events.

Physical Requirements:

• Some travel to offsite locations may be required.
• The role involves a mix of activities, including periods of sitting and computer work, as well as extended times spent on your feet during entire events.
• Occasional lifting of up to 25 pounds.

Requirements

Minimum Qualifications:

• An associate or bachelor’s degree in hospitality, Business Administration, Project Coordination, or a related field is required. Candidates should have 2-4 years of experience in event planning, program coordination, or project management. The role demands the ability to coordinate multiple events of varying complexity under tight deadlines, along with strong problem-solving skills and attention to detail.
• Proficiency in MS Office Suite, including Excel, Word, and PowerPoint, as well as the ability to operate modern office equipment efficiently, is essential.  Familiarity with event marketing strategies and a basic understanding of catering functions are beneficial. Experience with an event management system is preferred, and a willingness to learn about new technologies is      expected.
• The position requires flexibility to work weekdays, evenings, weekends, and holidays. Strong organizational skills, creativity, and the ability to maintain focus in a busy, high-traffic office are crucial. Excellent interpersonal, communication, and customer service skills are necessary,      as is the ability to work effectively with diverse populations within the college community. Sensitivity and responsiveness to the needs of students, faculty, staff, and the public are also essential.

About Keuka College:

Keuka College, founded in 1890, is a liberal arts-based, private, four-year college in the heart of New York’s Finger Lakes. The College offers small classes augmented by its trademark Field Period® program – an annual, 140-hour experiential learning internship. Graduates leave with significant, real-world experience because of this immersion in experiential learning – long the cornerstone of a Keuka College education. The College’s 290-acre campus hosts just under 1,000 students, approximately 220 employees, and more than 5,000 summer conference guests. It is the largest private employer in Yates County, where its annual regional economic impact is more than $110 million. With a home campus on the shore of Keuka Lake, satellite classes throughout New York, and international programs in China and Vietnam, Keuka College carries on the original mission of its founder, the Rev. Dr. George Harvey Ball, to educate young students and adult learners “to bring strength to our nation and to help humanity.” The College is an equal opportunity provider and employer. Keuka College is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status. In accordance with the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential.

Salary : $21 - $23