Event Services Coordinator

Indiana University; Bloomington (IN); On-site; USD 39,803 - 44,803; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Retirement plan

Tuition subsidy

Job summary

Indiana University in Bloomington is seeking an Events Coordinator to deliver event planning and program support across the O'Neill School. Responsibilities include travel arrangements, venue selection, vendor research, materials, catering coordination, and on-site event execution.

The role requires strong communication, time management, and the ability to manage multiple events with a high standard of service.

Qualifications

• High school diploma or equivalent required.
• Proven communication and organizational skills.
• Ability to coordinate multiple events and tasks.

Responsibilities

• Coordinate travel, venue selection, vendors, materials, and onsite logistics for events.
• Serve as liaison with vendors and internal departments, ensuring budget adherence.
• Answer inquiries, maintain calendars and mailing lists, and assist with event marketing materials.
• Assist setup of meeting spaces and support facility operations for events.
• Provide exceptional customer service to guests of the O’Neill School.

Skills

Communication skills

Professionalism

Time management

Customer service

Flexibility

Teamwork

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

The O'Neill School of Public and Environmental Affairs is seeking an Events Coordinator.

The primary duties of this position are providing event planning and program support services to O'Neill including, but not limited to the Undergraduate Program Office, Events Planning Office, Civic Leaders Living‑Learning Center, Student Success Office, and Student Leadership Programs Office.

Department Specific Responsibilities

• Event planning responsibilities include, but are not limited to travel arrangements, venue selection, researching vendors, event materials, working with caterers and onsite coordination, coordinating student events and trips, scheduling guest speakers for weekly programs.
• Program support includes greeting prospective students and guests, preparing marketing and event materials, preparing mailings, assisting with facility operations, updating web pages, and researching and working with external vendors.
• Additional administrative duties include performing a variety of non‑routine tasks related to the successful completion of the daily support of O'Neill School programs, including but not limited to the initiation of financial documents, hospitality requests, and reimbursement requests.
• Provides exceptional customer service to all guests to the O'Neill School and the Undergraduate Programs Office.

General Responsibilities

• Coordinates basic and increasingly more complex design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.
• Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated budget, specifications, policies, and standard procedures.
• Answers guest and customer calls and emails and provides information related to event services.
• Maintains files, documents, calendars, and event‑related correspondence records. Maintains mailing lists and may help with printing and distribution of event marketing materials.
• Assists in the setup of meeting or conference spaces; may delegate setup tasks to Set‑Up Coordinator(s) depending on event size/scope.
• May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity.
• May provide guidance to lower‑level Event Services Coordinators.

Education

Required: High school diploma or equivalent (such as HSED or GED).

Licenses and Certificates

Preferred: Possess a valid driver's license with the ability to be insured by Indiana University upon date of hire.

Skills

Required:

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast‑paced, dynamic environment.
• Highly thorough and dependable.

Preferred:

• Ability to plan and coordinate event logistics and effectively execute.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and aptitude for learning new technologies.

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.

Work schedule will align with current school and/or university guidelines along with position requirements including weekend and evening hours.

Location: 1315 East 10th Street, Bloomington, Indiana 47405. Salary: $39,803.20 – $44,803.20 per year (based on equity and experience).

Benefits

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long‑term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Indiana University is an equal‑opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non‑Discrimination for contact information.