Events and Protocol Coordinator

Wright State University; Dayton, Northern (OH, KY); Hybrid; USD 19,000 - 27,000; Full time

Job summary

Wright State University is seeking an Events and Protocol Coordinator to provide planning, administrative, and on-site support for university events, presidential engagements, governance activities, and related programs.

The role requires coordinating with faculty, staff, students, vendors, and community partners to ensure events are welcoming, compliant with university policies, and delivered with consistent service standards. Evening and weekend hours may be required.

Qualifications

• Bachelor’s degree or higher required or equivalent work experience.
• Demonstrated organizational, interpersonal, and written communication skills.
• Ability to manage multiple priorities and meet deadlines with attention to detail.
• Ability to work collaboratively with internal and external constituents.
• Ability to exercise discretion and maintain confidentiality with sensitive information.
• Willingness to work evening and weekend hours as required.

Responsibilities

• Plan, coordinate, and support university events, meetings, ceremonies, receptions, and related programs.
• Coordinate event logistics including reservations, room setup, catering, AV, parking, signage, accessibility, and guest services.
• Develop event timelines, checklists, staffing plans, and related materials.
• Organize and attend event planning meetings and guide timelines, responsibilities, and procedures.
• Collaborate with faculty, staff, students, vendors, and community members for successful execution.
• Provide on-site coordination for events and serve as point of contact for participants and vendors.
• Support commencements, presidential events, Board of Trustees activities, and major institutional events.
• Assist with event sequencing, speaker coordination, reserved seating, and guest logistics.
• Troubleshoot event issues and refer significant concerns to the Director.
• Support event standards and positive guest experiences; collect feedback for improvements.
• Create reservations, schedules, reports, surveys, and event documentation.

Skills

Organizational skills

Interpersonal skills

Oral & written communication

Multitasking

Collaboration

Discretion & confidentiality

Time management

Evening/weekend hours availability

Education

Bachelor's degree

Associate's degree + 2 years experience

High school diploma + 4 years experience

Tools

Event management software

Reservation systems

Registration systems

Survey tools

Project management software

Job description

Wright State University is an equal opportunity employer.

Faculty Rank or Job Title

Faculty Rank or Job Title Events and Protocol Coordinator

Job Category:

Job Category: Administrative (exempt/non-exempt)

Department

Department President Administration

EEO number:

EEO number: 26H369

Position FTE

100%

Minimum Hourly Rate

Minimum Hourly Rate $16.52

Salary Band:

Salary Band: UC HR3

Job Summary/Basic Function:

Reporting to the Director of Events and Protocol, the Events and Protocol Coordinator provides planning, administrative, and on-site support for university events, presidential engagements, governance-related activities, and other institutional programs.
The Coordinator works with faculty, staff, students, vendors, and community partners to ensure events are organized, welcoming, and consistent with university policies, procedures, and service standards.

Minimum Qualifications

• Bachelor’s degree OR Associate’s degree and two years of relevant experience OR high school diploma or equivalent and four years of relevant experience.
• Demonstrated organizational, interpersonal, oral and written communication skills.
• Demonstrated ability to manage multiple priorities, meet deadlines, and maintain attention to detail.
• Demonstrated ability to work collaboratively with internal and external constituents.
• Demonstrated ability to exercise discretion and maintain confidentiality when working with sensitive information.
• Ability and willingness to work evening and weekend hours as required.

Preferred Qualifications

• Bachelor’s degree in event management, hospitality management, communications, public relations, business administration, or a related field.
• Experience coordinating events in higher education, government, nonprofit, or another complex organization.
• Experience supporting large-scale ceremonies, executive events, governance meetings, or community programs.
• Experience with event-management, reservation, registration, survey, or project-management systems.
• Experience preparing meeting materials, summaries, or minutes.

Essential Functions and percent of time:

40% Event Planning and Coordination

• Plan, coordinate, and support university events, meetings, ceremonies, receptions, and related programs.
• Coordinate event logistics, including reservations, room setup, catering, audiovisual needs, parking, signage, accessibility, and guest services.
• Develop event timelines, checklists, staffing plans, and related materials.
• Organize and attend event planning meetings and provide guidance regarding timelines, responsibilities, and university procedures.
• Collaborate with faculty, staff, students, vendors, and community members to support successful event execution.

30% Event Management

• Provide on-site coordination for assigned events and serve as a point of contact for participants, vendors, and campus partners.
• Support commencement, presidential events, Board of Trustees activities, and other major institutional events.
• Assist with event sequencing, speaker coordination, reserved seating, recognition practices, and distinguished guest logistics.
• Troubleshoot event-related issues and refer significant concerns to the Director.
• Support established event standards and a positive guest experience.
• Compile event feedback and assist with post-event assessment and process improvements.

20% Administrative and Operational Support

• Create and maintain reservations, schedules, reports, surveys, attendance records, and event documentation.
• Support maintenance of the university events calendar and identify potential scheduling conflicts.
• Assist with event purchasing, invoices, vendor communication, and budget tracking.
• Assist with organizing Board of Trustees materials and, as assigned, provide note-taking, proofreading, formatting, and other administrative support related to meeting minutes.

10% Collaboration and Office Support

• Serve on committees and planning groups as assigned by the Director.
• Provide guidance and support consistent application of established event policies, procedures, and protocols.
• Maintain office, event, promotional, and ceremonial supplies.
• Provide front-desk and general office coverage when operational needs permit.
• Perform other related duties consistent with the position.

Non-Essential Functions and percent of time:

Working Conditions

To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources .

Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.

Special Instructions to Applicants

Posting Date

08/19/2026

First Consideration Date:

08/31/2026

Closing Date

Open Until Filled Yes

Supplemental Questions

Required fields are indicated with an asterisk (*).

3640 Colonel Glenn Hwy., Dayton, OH 45435 USA