Event Execution Coordinator I

Rochester Institute of Technology; United States; Hybrid; USD 23,000 - 32,000; Full time

Job summary

Rochester Institute of Technology seeks an Operations Lead for events to hire, train, supervise, schedule and evaluate student staff; share manager-on-duty duties and coordinate event-day logistics. You will oversee inventory management to support a wide range of events and programs.

This role offers leadership development and collaboration with campus and external partners to create memorable experiences for students and guests.

Qualifications

• Associate's degree in related field and 1 year of relevant experience.
• Equivalent combination of experience and education may be considered.
• Knowledge of event facility operations and safety protocols is desirable.

Responsibilities

• Schedules and coordinates events and meetings across university facilities.
• Prepares facilities per event specifications.
• Communicates with event organizers to accommodate special accommodations.
• Oversees routine maintenance, upgrades and repairs to ensure smooth event operations.
• Liaisons between facilities management and contractors/vendors.
• Supports safety measures and conducts drills and inspections.

Skills

Event planning

Customer service

Logistics coordination

Communication

Education

Associate's degree

Job description

Position Highlights

Play a key role in delivering exceptional event operations by leading and developing a team of student employees. In this position, you will hire, train, supervise, schedule, and evaluate student staff while fostering a positive and productive work environment. As part of the event leadership team, you will share manager-on-duty responsibilities, coordinating event-day logistics and ensuring the successful execution of contracted services. You will also oversee inventory management processes, helping maintain operational efficiency and readiness to support a wide range of events and programs. This role offers the opportunity to develop leadership skills, collaborate with campus and external partners, and contribute to memorable experiences for students, guests, and the university community. This version highlights the impact of the role rather than simply listing duties, which tends to attract stronger candidates.

Essential Duties & Responsibilities

• Schedules and coordinates events and meetings across university facilities and conference rooms
• Ensures facilities and conference rooms are prepared according to event specifications
• Communicates with event organizers to understand and facilitate special event accommodations
• Arranges routine maintenance, upgrades, and repairs as needed to ensure smooth event operations
• Helps maintain safety measures and protocols across facilities, including conducting fire drills, inspecting fire extinguishers and sprinklers, and communicating protocols with stakeholders
• Serves as a liaison between the facilities management team and various contractors and vendors
• Other duties as assigned

Knowledge, Skills, & Abilities

• Knowledge of event planning principles, requirements, and resources
• Knowledge of event facility operations, maintenance, and security protocols and best practices
• Skill in customer service
• Skill in multi-tasking and logistics coordination in the management of multiple projects with competing deadlines
• Ability to communicate, both written and orally, with stakeholders, vendors, and teams
• Ability to respond and adjust to rapidly changing requirements

Minimum Education & Experience

Associate's degree in related field 1 year of relevant experience. Equivalent combination of experience and education may be considered.

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 1 - An entry-level role building knowledge and skills. Performs routine, well-defined, easy-to-understand tasks that can typically be learned in a short period of time. Work is performed under close supervision using clearly prescribed methods and detailed instructions.

FLSA Category

Non-Exempt

Work Location

Hybrid

Compensation

$16.50 - $23.00 per hour

Eligibility

Candidates must be eligible to work in the United States.

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer.

The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources.

RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities.

RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to [e-mail]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

About RIT

Founded in 1829, Rochester Institute of Technology has a long-standing history of innovation that blends the arts, technology, and experiential learning. In addition to its main campus in Rochester, New York, RIT maintains a strong international presence with over 100 active global partnerships and international campuses in Croatia, Dubai, and Kosovo. As of Fall 2024, total student enrollment across all campuses exceeded 21,000. Nationally recognized for its co-op and internship programs, RIT is supported by more than 4,000 dedicated faculty and staff members committed to student success. Its 1,300-acre suburban campus features cutting-edge facilities that reflect RIT’s strengths in applied research, design, and workforce development.