Job Description

Posting number: 202600106

Department: President's Office

Division: Special Events

Job classification: Events Coordinator

Posting type: Open

Categories: Public Relations, Management, Customer Service, Higher Education, Communications, Hospitality and Tourism

Summary

DESCRIPTION:

The Day-of Events Coordinator and Assistant to the Campus Event and Conference Manager is a vital member of the campus events team, responsible for supporting the planning, coordination, and execution of campus events and conferences. This individual plays a key role in ensuring the success of events by providing on-the-ground support, maintaining strong communication with clients and internal departments, and assisting with administrative and operational duties.

OUTCOMES:

Schedule of activities remains accurate so overlap does not occur. Create positive public relations with all constituents.

Examples of duties

Event Coordination & Execution 30%

• Provide on-site coordination and support for day-of logistics during campus and external events.
• Assist with the execution of anchor events and high-profile campus functions.
• Serve as a point of contact for clients and guests during events to ensure a seamless experience.
• Conduct client site tours downtown and assist in pre-event planning meetings.
• Work with internal campus partners on coordination of their events.

Administrative & Client Services 30%

• Support the Campus Event and Conference Manager in managing client communications, contracts, housing assignments, and event details.
• Assist in preparing and processing event-related billing, invoicing, and payments.
• Learn and operate event management software systems to input, update, and approve internal and external event requests.
• Maintain accurate event records and client files.
• Alcohol procurement, ensure proper COI on file, and bartending services have been contracted

Collaboration & Communication 20%

• Liaise with multiple campus departments including Facilities, Public Safety, IT, and Media Services to coordinate logistics and services for events.
• Communicate with external clients, internal students, YCP faculty/staff to ensure seamless execution of events.

Summer Programs & Housing Support 20%

• Assist in coordinating logistics and housing arrangements for outside groups during summer conferences.
• Provide support in onboarding summer program clients and managing accommodations.

Qualifications

• Associate’s or Bachelor's degree or equivalent experience in Event Management, Hospitality, Communications, or a related field.
• 1 Year experience in event coordination, hospitality, or customer service preferred.
• Experience and knowledge of 25Live scheduling software or similar enterprise scheduling software.

Supplemental information

• Proficiency in using event management or scheduling software (e.g., EMS, 25Live, or similar).
• Strong organizational skills with keen attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to multitask and remain calm under pressure in a fast-paced environment.
• Availability to work evenings and weekends as needed.
• Familiarity with campus event planning or educational institution settings.
• Experience in coordinating with catering and facilities teams.
• Prior experience with billing systems and client payment processes.
• Excellent customer service skills.
• Ability to work independently and with others to as a team to carry out an event successfully.
• Exercise good judgement, discretion and decision-making skills.
• Ability to deal consistently with students, alumni, faculty, administrators, and community leaders alike with courtesy, professionalism and confidentiality.
• Ability to identify and assess safety issues to reduce liability risk to the college.