Commencement & Events Coordinator

WICHITA STATE UNIVERSITY; Wichita (KS); On-site; USD 42,000 - 60,000; Full time

Job summary

Wichita State University seeks a highly organized Commencement & Events Coordinator to plan, coordinate, and execute ceremonies and campus events for the University and community. Responsibilities include managing logistics, budgets, contracts, vendor relationships, and on-site operations, ensuring brand alignment and inclusivity across events.

The role supports commencement planning from initial concept through guest services, speaker logistics, room setups, AV needs, and post-event

Qualifications

• High school diploma or equivalent.
• One year of experience in office, event coordination or related field.

Responsibilities

• Coordinate logistics for conferences, meetings, and multi-day events.
• Serve as primary contact for clients from planning through event completion.
• Develop event plans, run-of-show documents, and detailed production schedules.
• Manage event budgets, contracts, and vendor relationships.
• Oversee event-day operations, including staff and volunteer supervision.
• Ensure events reflect university branding, inclusivity standards.
• Plan commencement ceremonies logistics: timelines, venues, guests.
• Arrange space reservations, AV, catering, lodging, parking, signage.
• Coordinate speaker logistics, VIP protocols, ceremonial traditions.
• Liaise with academic units, facilities, students, vendors, volunteers, external partners.
• Conduct post-event evaluations and process improvements.

Skills

Organizational skills

Project management

Communication skills

Event planning

Budget tracking

Education

High school diploma

Bachelor's Degree preferred

Tools

Registration systems

Spreadsheets

Vendor management software

Job description

Job Story

Wichita State University is seeking a highly organized and detail-oriented Commencement & Events Coordinator to join our team of event professionals. This position will plan, coordinate, and execute commencement ceremonies and other University events for WSU campus and community. This role plays a critical part in ensuring high-quality experiences by coordinating logistics, facilities, services, and on-site operations.

Job Summary

Develops, coordinates and/or executes event planning. Coordinates events to facilitate effective presentation of programs or events.

Essential Functions

Performs public relations, sponsorship, hospitality, and/or project management for events. Coordinates all amenities, accommodations and/or production of materials and resources for events, as well as any associated contract negotiations. Maintains events calendar and/or records. May conduct post-event evaluations. Adheres to event budgets and/or maintains financial information.

Job Duties

• Coordinate logistics for conferences, meetings, and multi-day events
• Serve as a primary point of contact for clients, from initial planning through event completion
• Develop event plans, run-of-show documents, and detailed production schedules
• Manage event budgets, contracts, and vendor relationships
• Oversee event-day operations, including staff and volunteer supervision
• Ensure events reflect university branding, values, and inclusivity standards
• Plan and coordinate all aspects of commencement ceremonies, including logistics, timelines, venues, staging, seating, volunteers, and guest services
• Coordinate space reservations, room setups, audiovisual needs, catering, lodging, parking, and signage
• Coordinate speaker logistics, VIP protocols, and ceremonial traditions
• Serve as a liaison with academic units, facilities, students, vendors, volunteers, and external partners
• Conduct post-event evaluations and implement process improvements

Required Education And Experience

• High school diploma or equivalent
• One (1) year of experience in office, event coordination or related field

Required License/Certifications/Training

• None

Knowledge, Skills And Abilities

• Strong organizational and project management skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities under tight deadlines
• Proficiency with event planning tools, spreadsheets, and basic budget tracking
• Ability to work occasional evenings and weekends as required for events
• Excellent customer service and communication skills
• Ability to manage multiple events and deadlines simultaneously
• Familiarity with academic traditions and university governance structures
• Knowledge of accessibility and inclusive best practices

Preferred Qualifications

• Bachelor's Degree
• 24 years of experience coordinating events
• Experience in higher education settings
• Planning ceremonial or large-scale events
• Coordinating volunteers or temporary staff
• Using and managing registration systems
• Planning and executing marketing initiatives

Physical Requirements

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information. Ability to move, transport, and/or deliver items, supplies, or equipment. Ability to move or traverse across campus, within buildings and offices, and/or across external environments. Ability to travel in a vehicle for distances including but not limited to across city, county, and state.

Additional Physical Requirement

Light Work: Exerting up to 20 pounds of force occasionally and/or negligible amount of force to constantly move objects. Light work involves remaining stationary most of the time.