Event Coordinator

Oklahoma-State-University; Glenpool (OK); On-site; USD 53,010,000 - 59,658,000; Full time

Job summary

Oklahoma State University is seeking an Event Coordinator to support the Events Team across OSU-Tulsa and CHS campuses. The role covers client relations, logistics, and on-site event execution, with occasional travel between Tulsa and Tahlequah. Evening and weekend hours are required on a rotating basis.

You will coordinate with Facilities, IT, and external groups, handling technology needs, room setups, and event documentation while ensuring a high-quality experience for all participants.

Qualifications

• High School/GED (degree must be conferred on or before agreed upon start date)
• Two to threeyears' related experiencepreferred

Responsibilities

• Serve as a liaison with clients to determine event requirements, logistics, room setups, technology needs, and event-day expectations.
• Provide support for external groups renting campus facilities at OSU-Tulsa.
• Coordinate and communicate event-related needs with campus stakeholders, including Facilities, Information Technology, and Security.
• Assist with technology and audiovisual requirements, ensuring equipment and technical support needs are arranged and functioning properly.
• Coordinate facility-related requests, including room setups, furniture arrangements, signage, and building access.
• Provide on-site event support and troubleshooting for both planned and unforeseen issues.
• Assist with submitting and tracking project request forms and event documentation.
• Work collaboratively with the Events Team to ensure a high-quality experience for all event participants and guests.
• Laundry and room setup

Skills

Event support

Customer service

Facilities coordination

IT support

Audiovisual support

Project management

Communication

Time management

Team collaboration

Problem solving

Education

High School/GED

Job description

Campus

OSU-Center for Health Sciences

Contact Name & Email

Jamie Childers, [e-mail]

Work Schedule

11 a.m. – 7 p.m. some after 7 p.m. coverage would be needed but on a rotating basis as well as weekend coverage as necessary.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$18.50 - $20.82 Hourly

Priority Application Date

While applications will be accepted until a successful candidate has been hired, interested parties are encouraged to submit their materials by to ensure full consideration.

About this Position

The Event Coordinator supports the Events Team in event coverage and support for external events. Based primarily on the OSU-Tulsa campus, this position also provides event support for the Center for Health Sciences (CHS), OSU College of Osteopathic Medicine at Cherokee Nation (OSUCOM at CN), and other university locations as needed.

This role assists with all aspects of events, including client relations, logistics, facility coordination, technology support, and on-site event execution. The Event Coordinator works closely with external organizations renting campus facilities and supports major institutional events such as commencement activities.

Key Responsibilities

• Serve as a liaison with clients to determine event requirements, logistics, room setups, technology needs, and event-day expectations.
• Provide support for external groups renting campus facilities at OSU-Tulsa.
• Coordinate and communicate event-related needs with campus stakeholders, including Facilities, Information Technology, and Security.
• Assist with technology and audiovisual requirements, ensuring equipment and technical support needs are arranged and functioning properly.
• Coordinate facility-related requests, including room setups, furniture arrangements, signage, and building access.
• Provide on-site event support and troubleshooting for both planned and unforeseen issues.
• Assist with submitting and tracking project request forms and event documentation.
• Work collaboratively with the Events Team to ensure a high-quality experience for all event participants and guests.
• Laundry and room setup

Work Environment & Travel

• Position is based on the OSU-Tulsa campus with responsibilities extending to CHS, and Tahlequah as needed.
• Possible travel between campuses in Tulsa and Tahlequah.
• Weekend and evening hours will be required to support events and university activities; on a rotating basis.
• Must be able to provide on-site support before, during, and after events, including setup and teardown activities.

Hours
11 a.m. – 7 p.m. some after 7 p.m. coverage would be needed but on a rotating basis as well as weekend coverage as necessary.

Key Competencies

• Event support
• Customer service and client relationship
• Facilities and venue coordination
• Information Technology and audiovisual support coordination
• Project management and organization
• Strong written and verbal communication
• Problem-solving and adaptability in fast-paced environments
• Ability to complete multiple tasks and deadlines simultaneously
• Ability to work evenings, and weekends

This position is ideal for a highly organized, customer-focused professional who enjoys supporting events, collaborating with diverse clients, and ensuring seamless event experiences through effective event, facility, and technology support.

Required Qualifications

• High School/GED (degree must be conferred on or before agreed upon start date)
• Two to threeyears' related experiencepreferred

Certifications, Registrations, and/or Licenses:

• DriversLicense isrequired

Skills, Proficiencies, and/or Knowledge:

• Excellent project management and organizational skills with the ability to manage multiple events and assignments simultaneously.
• Strong verbal and written communication skills are needed, including the ability to interact professionally with vendors, clients, executives and attendees.
• Proven ability to coordinate event logistics; strong customer service and relationship-building skills.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Time management skills and ability to meet deadlines.

Preferred Qualifications

• Prefer experience in event support