Campus Events Coordinator & On-Site Lead

York College of Pennsylvania Inc.; Hallam (PA); On-site; USD 42,000 - 64,000; Full time

Job summary

York College of Pennsylvania Inc. seeks an on-site Day-of Events Coordinator and Assistant to the Campus Event and Conference Manager to support event planning, coordination, and execution on campus and for external events.

You will liaise with Facilities, Public Safety, IT, and Media Services, manage housing, contracts, and billing, and ensure a seamless guest experience from site tours to post-event wrap-up.

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.

Responsibilities

• 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.
• Support Campus Event and Conference Manager in 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.
• Liaise with Facilities, Public Safety, IT, and Media Services to coordinate logistics and services.
• Communicate with external clients, internal students, YCP faculty/staff to ensure seamless execution of events.
• Assist in coordinating logistics and housing arrangements for outside groups during summer conferences.
• Provide support in onboarding summer program clients and managing accommodations.

Skills

Event coordination

Customer service

Communication skills

Attention to detail

Multitasking

Evening/weekend availability

Billing knowledge

Catering/facilities coordination

Education

Associate’s or Bachelor’s degree in Event Management/Hospitality/Communications

Tools

25Live

EMS

Job description

York College of Pennsylvania Inc. seeks an on-site Day-of Events Coordinator and Assistant to the Campus Event and Conference Manager to support event planning, coordination, and execution on campus and for external events.

You will liaise with Facilities, Public Safety, IT, and Media Services, manage housing, contracts, and billing, and ensure a seamless guest experience from site tours to post-event wrap-up.