Special Events Coordinator

The Special Events Coordinator supports the Special Events team in the planning and execution of high-level events and projects that further the university’s fundraising and stewardship goals. This position plays a key role in delivering exceptional event experiences, particularly those involving the President, major donors, and other VIP stakeholders.

Job Function

The Special Events Coordinator is responsible for a range of event logistics and administrative functions. Key responsibilities include managing RSVP processes, coordinating vendors, preparing event communications, and collaborating with internal and external campus partners to ensure smooth operations. In addition to event support, this role provides critical administrative assistance, often handling confidential information and serving as a liaison to specific donor populations.

Responsibilities include, but are not limited to:

• Assisting in the development and monitoring of the department’s annual operating budget, including processing expense reports, tracking accounts payable, and managing personnel-related data.

• Managing daily administrative tasks, including answering calls with professionalism, greeting visitors, distributing mail, maintaining calendars, and scheduling appointments and meetings.

• Making travel arrangements and coordinating meeting logistics, including catering, venue setup, and collaboration with Parking Services.

• Planning and supporting meetings, conferences, and social functions — from composing and sending invitations to securing venues, ordering refreshments, and coordinating logistics.

• Maintaining office supply inventory, submitting and tracking work orders, and coordinating general building maintenance.

• Assisting with the organization and mailing of donor stewardship reports and supporting the operations of the University Development team, including administrative support for search committees.

• Processing travel reimbursement paperwork and ensuring compliance with university guidelines.

Marginal Functions:

During declared campus emergencies, this position may be required to perform specific job related duties at a designated off campus location or place of residence .