Commencement & Events Coordinator

Wichita State University; Wichita (KS); On-site; USD 23,000 - 30,000; Full time

Job summary

Wichita State University is seeking a Commencement & Events Coordinator to plan, coordinate, and execute commencement ceremonies and other university events.

This role requires strong project management, exceptional communication, and the ability to manage multiple timelines in a complex university environment.

The position offers standard business hours with occasional evenings and weekends to support events on campus.

Qualifications

• High school diploma or equivalent.
• One year of experience in office, event coordination or related field.
• Bachelor's degree preferred.
• Experience with event planning tools and budgeting is a plus.

Responsibilities

• Coordinate logistics for conferences, meetings, and multi-day events.
• Serve as primary client contact from planning through event completion.
• Develop event plans, run-of-show documents, and production schedules.
• Manage event budgets, contracts, and vendor relationships.
• Oversee on-site operations and supervise staff and volunteers.
• Ensure events reflect campus branding and inclusivity standards.
• Coordinate speaker logistics, VIP protocols, and ceremonial traditions.
• Maintain events calendar and post-event evaluations.

Skills

Strong organizational skills

Excellent written and verbal kommun|?

Job description

Department: Commencement & Events Coordinator

Campus Location: Wichita, KS - WSU Metroplex

Hire Type: Full Time

Pay: Pay range is $17.00 - $21.44 depending onexperience

Work Schedule: M-F, 8:00 am - 5:00 pm, Occasional eveningand weekends

Export Compliance Requirement: No export controlrequirement.

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.

The ideal candidate is a strong project manager with excellent communication skills, the ability to manage multiple timelines, and has experience coordinating both large and small scale events in a complex organizational environment.

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
• 2–4 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.