Event Specialist - Undergraduate Admissions (Temporary, Part-Time)

Seattle Pacific University; Lexington (MA); On-site; USD 34,000 - 49,000; Part time

Job summary

Seattle Pacific University seeks an organized Event Specialist to support Undergraduate Admissions events, including the Counselor Fly-In and Admitted Student Preview.

This temporary, part-time role runs ~5 hours/week Nov–Jan and ~20 hours/week Feb–Apr 2027, on-campus in Seattle. The position emphasizes logistics, vendor coordination, and collaboration with campus partners to ensure welcoming, well-run experiences.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 1–2 years of event coordination experience.
• Strong organizational and project-management skills with deadlines.
• Excellent written and verbal communication; builds relationships with vendors and staff.
• Ability to work independently, anticipate needs, and adapt to changing conditions.
• Proficiency with Microsoft Office and familiarity with CRM/event-management systems.
• On-site availability during events and ability to coordinate staff and volunteers.

Responsibilities

• Coordinate planning and day-of logistics for major Undergraduate Admissions events.
• Develop event schedules, run sheets, timelines, and plans for speakers, catering, facilities, lodging, and transport.
• Manage event registration, participant communications, and attendee experience.
• Troubleshoot logistical challenges to keep events running smoothly.
• Coordinate with vendors and campus partners; ensure delivery of services.

Skills

Organizational skills

Project management

Communication

Independent work

Problem solving

Vendor coordination

Education

Bachelor's degree

Tools

CRM systems

Microsoft Office

Job description

Job Description:

Who We Are

Founded in 1891, Seattle Pacific University has a long and distinguished history in Christian higher education. Located just minutes from downtown Seattle, SPU seeks to be a premier Christian university fully committed to engaging the culture and changing the world by graduating people of competence and character, becoming people of wisdom, and modeling grace-filled community.

What We Need

Seattle Pacific University is seeking an organized, resourceful, and detail-oriented Event Specialist to support major events hosted by Undergraduate Admissions, including the Counselor Fly-In, Distinguished Scholars Award Competition, and Admitted Student Preview. This position has a unique appointment period: _ Approximately 5 hours per week beginning in November through the end of January. Approximately 20 hours per week beginning in February of 2027 and continuing through April 2027._

This temporary, part-time position will play a key role in planning and executing a special conference event, coordinating logistics, vendors, campus partners, and event participants to ensure a welcoming and well-organized experience.

The ideal candidate enjoys bringing events to life, thrives on managing details and deadlines, and is comfortable working with a variety of stakeholders. This is an excellent opportunity for an experienced event professional seeking a flexible, project-based assignment in a collaborative university environment.

What You’ll Do

Event Planning & Coordination

• Coordinate planning and day-of logistics for the Counselor Fly-In and support other major Undergraduate Admissions events as needed.
• Develop event schedules, run sheets, timelines, and logistical plans, including speakers, panels, catering, facilities, lodging, and transportation.
• Coordinate event registration, participant communications, and other arrangements to ensure a positive attendee experience.
• Anticipate and troubleshoot logistical challenges, making adjustments to keep events running smoothly.

Vendor & Campus Collaboration

• Communicate with vendors, negotiate event services and contracts within established University guidelines, and coordinate delivery of services.
• Collaborate with Undergraduate Admissions, Conference Services, Sodexo, Facilities, the Office of the President, and other campus partners.
• Coordinate communications and assignments for event participants, staff, and volunteers.
• Support on-site event setup, execution, and follow-up activities.

What You Bring

• Bachelor’s degree or an equivalent combination of education and relevant professional experience.
• One to two years of experience coordinating events, conferences, or similar programs.
• Strong organizational and project-management skills, with the ability to manage multiple details, deadlines, and priorities.
• Excellent written and verbal communication skills and the ability to build productive relationships with vendors, colleagues, and event participants.
• Demonstrated ability to work independently, anticipate needs, solve problems, and adapt to changing circumstances.
• Proficiency with Microsoft Office applications, including Outlook, and familiarity with CRM or event-management systems.
• Ability to work on-site during events, including extended periods of standing and walking, and coordinating staff and volunteers, with or without reasonable accommodation.
• Mission Alignment: A personal commitment to Christian faith; enthusiasm for supporting SPU’s mission; alignment with the University’s Statement of Faith; and willingness to uphold the lifestyle standards of our Christian community.

Preferred Qualifications

• Experience planning and coordinating large conferences, corporate events, or multi-day programs.
• Experience coordinating events in higher education or a similar organizational setting.
• Experience working with vendors, negotiating services, and coordinating event budgets and logistics.
• Familiarity with event registration, scheduling, or customer relationship management systems.

Compensation & Position Details

• Hourly Rate: $30.00 per hour
• Status: Temporary, part-time, non-exempt
• Department: Undergraduate Admissions
• Location: Seattle Pacific University, Seattle, WA (on-campus position)
• Anticipated Appointment: November 2026 through end of April 2027
• Work Schedule: Approximately 5 hours per week beginning in November through the end of January. Approximately 20 hours per week beginning in February of 2027 and continuing through April 2027.

The schedule will vary based on event planning needs and may include occasional evening or weekend hours during major events.