Event Coordinator

Albany State University; Albany (GA); On-site; USD 36,000 - 55,000; Full time

Job summary

Albany State University is seeking an Event Coordinator to manage and execute events for Auxiliary Services. This role ensures high-quality event logistics and stakeholder collaboration while upholding university policies. Ideal candidates would have a degree in a related field and experience in event coordination.

Benefits

Medical and major medical insurance

Group life insurance

Tuition Assistance Program

Participation in retirement plans

Qualifications

• 2+ years of experience in event coordination or hospitality.
• Ability to manage multiple events simultaneously.
• Excellent customer service and communication skills.

Responsibilities

• Plan and execute events, ensuring logistics are met.
• Monitor compliance with safety regulations.
• Manage event budgets and financial reporting.

Skills

Organizational skills

Customer Service

Communication

Problem-solving

Education

Bachelor's degree in Hospitality Management, Event Planning, Business Administration, Communications

Tools

Event management software

Microsoft Office Suite

Reservation systems

Job description

Job Title: Event Coordinator
Location: Albany State Rec. Location
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 285240
About Us

Albany State University is a fully accredited senior unit of the University System of Georgia. Employees receive benefits provided by the University System of Georgia, including, but not limited to, medical and major medical insurance, group life insurance, participation in the Georgia Teachers' Retirement System, Optional Retirement Plan (Faculty and exempt employees only), Social Security and Tuition Assistance Program after six months of employment.

Location

Our West Campus is located at 2400 Gillionville Road, Albany, GA 31707. Our East Campus is located at 504 College Drive, Albany, GA 31705. The Human Resources office for both campuses is located on the West Campus in Building K, Suite 111.

Job Summary

The Event Coordinator for Auxiliary Services is responsible for planning, coordinating, and executing events that support campus operations, student engagement, and external conferences. This role ensures seamless event logistics, facility coordination, vendor management, and customer service while upholding university policies and enhancing the overall event experience. The Event Coordinator works closely with campus partners, external clients, and service providers to deliver high-quality events that promote the institution¿s auxiliary services.

Responsibilities

Program & Event Coordination

• Plan, coordinate, and execute events, camps, and programs involving minors, ensuring all logistical needs are met.
• Manage event space reservations, catering, audiovisual setup, transportation, and other program-related services.
• Develop detailed event timelines and schedules to ensure seamless execution.
• Serve as the primary point of contact for program leaders, parents, and external organizations hosting youth programs.
• Assist with event technology systems, reservation platforms, and reporting tools.
• Assist in event oversight for after-hours or weekend events, as needed.
• Compliance & Risk Management
• Ensure all events and programs comply with university policies and child protection laws.
• Oversee background checks, training requirements, and certifications for program staff and volunteers.
• Implement protocols for check-in/check-out, emergency response, and participant supervision.
• Maintain accurate records of compliance documentation, waivers, and risk assessments.

Stakeholder & Vendor Relations

• Collaborate with campus departments, including Legal, Risk Management, Public Safety, and Student Affairs, to ensure the safe operation of programs.
• Work with external vendors, contractors, and service providers to secure event support and supplies.
• Act as a liaison between the university and external organizations hosting minors on campus.
• Provide training and resources to program leaders on university policies and best practices.

Marketing & Communication

• Assist in developing marketing materials, registration websites, and informational guides.
• Communicate with parents/guardians, program participants, and university stakeholders regarding logistics and policies.
• Maintain and update the website and social media platforms related to youth programs and events.

Administrative & Financial Oversight

• Manage program budgets, tracking revenue, expenses, and financial reporting.
• Process registrations, invoices, and payments in accordance with university financial policies.
• Evaluate program effectiveness through post-event assessments and the collection of feedback.

Event Planning & Coordination

• Oversee event logistics, including space reservations, catering, audiovisual needs, and event staffing.
• Ensure compliance with university policies, safety regulations, and risk management guidelines.
• Maintain an event calendar to track deadlines and logistical details.

On-Site Event Management

• Supervise event setup, execution, and teardown to ensure smooth operations.
• Address last-minute changes, troubleshoot issues, and provide on-site support.
• Oversee event staff, volunteers, and student workers.

Facility & Scheduling Management

• Oversee scheduling of internal and external university events.
• Manage and operate 25Live software, ensuring accurate event entries and issue resolution.
• Prepare and process requests and agreements for third-party facility use.
• Coordinate staffing for events, including custodial, IT, and security support.
• Develop diagrams and floor plans for event setups.

Accounts Receivable & Compliance

• Process event-related invoices and payments to ensure timely reconciliations.
• Maintain accounts receivable records and follow up on outstanding payments.
• Ensure compliance with FERPA regulations regarding the collection, use, and disclosure of student information.

Additional Responsibilities

• Attend University events where the Auxiliary Office participates, such as commencement, Open House, and New Student Orientation.
• Cross-train on all auxiliary units, including events, meal plans, vending, bookstore, parking, Ram Rush, and programs serving minors; assist in daily functions, as needed, especially at the start of each semester with parking and meal plans.
• Assist with projects and program/system administration, as needed.
• Assist with graduation ceremonies and serve on the graduation committee.
• Provide on-site event support, including after-hours and weekend events.
• Liaise with various departments, including the Bursar, Facilities, Athletics, and Institutional Advancement.
• Maintain Standard Operating Procedures (SOPs) related to event operations.
• Support meal plans, parking, transportation, and minor programs during peak seasons.
• Troubleshoot student RAM ID issues related to meal plans, dining dollars, and Ram Bucks.
• Participate in University and campus community relations by representing departments at meetings and serving on committees as needed.
• Attend training and conferences as needed.
• Performs additional duties/projects as assigned.

Required Qualifications

Bachelor's degree in Hospitality Management, Event Planning, Business Administration, Communications, or a related field.

2+ years of experience in event coordination, hospitality, or campus event services or an equivalent combination of education

Strong organizational and time-management skills, with the ability to manage multiple events simultaneously.

Excellent customer service, communication, and problem-solving abilities.

Proficiency in event management software, reservation systems, and Microsoft Office Suite.

Ability to work collaboratively with diverse stakeholders, including students, faculty, staff, and external clients.

Preferred Qualifications

Familiarity with campus event planning, budgeting, and marketing strategies preferred.

Experience working in an educational environment.

Experience in event planning and program management.

Public speaking skills and experience delivering training sessions.

Ability to enforce policies and adapt to an ever-changing environment.

Proposed Salary

Salary range is from $36,385 to $55,000.

Required Documents to Attach

Cover letter

Resume

A list of at least 3 professional references with their contact information

.Knowledge, Skills, & Abilities

Knowledge of laws and regulations related to programs serving minors.

Knowledge of the Board of Regents, the University System of Georgia, and university policies and procedures.

Knowledge of accounting principles and auditing processes for compliance purposes.

Strong problem-solving skills, including the ability to define problems, collect data, establish facts, and draw valid conclusions.

Ability to work independently with little to no supervision while managing multiple projects and deadlines.

Excellent written and oral communication skills, with the ability to make presentations and respond to inquiries from faculty, staff, students, parents, and the public.

Strong interpersonal and customer service skills, with the ability to interact effectively with a culturally diverse population.

Ability to handle and resolve confrontational situations professionally.

Ability to maintain organization and attention to detail in a fast-paced environment.

Ability to work under pressure with time-sensitive materials.

Proficiency in office technology, including computers, scanners, fax machines, and software applications used for data management.

Strong administrative and project coordination skills, including follow-through and completion.

Contact Information

For more information or questions about a job posting, please contact the Office of Human Resources at [phone], or by email at [e-mail]. For technical support, please call the USG Service Desk at [phone], or by email at [e-mail].

Contact Information

For more information or questions about a job posting, please contact the Office of Human Resources at [phone], or by email at [e-mail]. For technical support, please call the USG Service Desk at [phone], or by email at [e-mail].

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Institutional Values

Excellence
We achieve outcomes of the highest quality, hold ourselves accountable to the highest standard and are committed to continuous improvement in University programs and services.

Respect
We are directed by tenets of ethics, treating other with courteous regard, and being civil in our interactions.

Community
We strive to build community and value a good mindset.

Teamwork
We seek partnerships within the University and community. We practice a supportive spirit that results in the implementation of plans, actions and shared results.

Learning
We cultivate a practice of global pedagogies in a learning environment.

Equal Employment Opportunity

Albany State University is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for living, working, and studying. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, the University prohibits harassment of or discrimination against any person because of race, color, sex (including sexual harassment, pregnancy, and medical conditions related to pregnancy), sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran or military status by any member of the ASU Community on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for members of the ASU community.

For questions or more detailed information regarding this policy please contact the Albany State University Office of Human Resources at [phone]. For individuals requiring disability-related accommodations for participation in any event or to obtain print materials in an alternative format, please contact the Disability Resource Center at 229-500-3442.