Event Services Coordinator

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

Benefits offered by this job

Medical and dental insurance

Tuition subsidy

Paid holidays

Paid time off

EAP

Job summary

Indiana University Bloomington’s O’Neill School is seeking an Events Coordinator to provide planning and program support for undergraduate programs and events. You will coordinate travel, venues, vendors, and guest speakers, ensuring smooth execution and positive attendee experiences.

The role emphasizes customer service, marketing materials, scheduling, and collaboration across multiple offices. Weekend/evening hours may be required, and strong communication is essential.

Qualifications

• High school diploma or equivalent required.
• Experience planning events preferred.
• Strong communication and organizational skills.

Responsibilities

• Coordinate design, layout, and logistics of events.
• Liaise with vendors and venues; monitor budgets.
• Assist with marketing materials and guest communications.
• Provide excellent customer service to guests.
• Maintain event records and calendars.

Skills

Excellent communication

Professionalism

Time management

Quality focus

Flexible

Event logistics planning

Microsoft Office

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

The O'Neill School of Public and Environmental Affairs works to build a better world by stewarding the development of welcoming societies, democratic governance, and a healthy, sustainable environment. With partners across the public, private, and nonprofit sectors, we pursue education, scholarship, and civic engagement at the crossroads of policy, science, and management. We give our students the knowledge and skills to have a significant impact around the globe.

Overview

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 travel arrangements, venue selection, research of vendors, event materials, working with caterers and onsite coordination, coordinating student events and trips, and 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

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

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

Licenses and Certificates

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

Skills

• 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.

• 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.

Physical Requirements

This role regularly requires the ability to effectively communicate, handle equipment, remain stationary and ascend/descend ladders or stairs, move objects weighing up to 25 pounds, 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 have good depth perception. The person in this role must be able to perform the essential functions with or without accommodation.

Work Schedule

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

Compensation

$39,803.20 - $44,803.20. Salary will be 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)

EEO Statement

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.