Events Coordinator

York College of Pennsylvania Inc.; Hallam (PA); On-site; USD 42,000 - 64,000; Full time

Job summary

York College of Pennsylvania Inc. seeks an on-site Day-of Events Coordinator and Assistant to the Campus Event and Conference Manager to support event planning, coordination, and execution on campus and for external events.

You will liaise with Facilities, Public Safety, IT, and Media Services, manage housing, contracts, and billing, and ensure a seamless guest experience from site tours to post-event wrap-up.

Qualifications

• Associate’s or Bachelor's degree or equivalent experience in Event Management, Hospitality, Communications, or a related field.
• 1 year experience in event coordination, hospitality, or customer service preferred.
• Experience and knowledge of 25Live scheduling software or similar enterprise scheduling software.

Responsibilities

• Provide on-site coordination and support for day-of logistics during campus and external events.
• Assist with the execution of anchor events and high-profile campus functions.
• Serve as a point of contact for clients and guests during events to ensure a seamless experience.
• Conduct client site tours downtown and assist in pre-event planning meetings.
• Work with internal campus partners on coordination of their events.
• Support Campus Event and Conference Manager in client communications, contracts, housing assignments, and event details.
• Assist in preparing and processing event-related billing, invoicing, and payments.
• Learn and operate event management software systems to input, update, and approve internal and external event requests.
• Maintain accurate event records and client files.
• Alcohol procurement, ensure proper COI on file, and bartending services have been contracted.
• Liaise with Facilities, Public Safety, IT, and Media Services to coordinate logistics and services.
• Communicate with external clients, internal students, YCP faculty/staff to ensure seamless execution of events.
• Assist in coordinating logistics and housing arrangements for outside groups during summer conferences.
• Provide support in onboarding summer program clients and managing accommodations.

Skills

Event coordination

Customer service

Communication skills

Attention to detail

Multitasking

Evening/weekend availability

Billing knowledge

Catering/facilities coordination

Education

Associate’s or Bachelor’s degree in Event Management/Hospitality/Communications

Tools

25Live

EMS

Job description

Position Summary

DESCRIPTION:

The Day-of Events Coordinator and Assistant to the Campus Event andConference Manager is a vital member of the campus events team,responsible for supporting the planning, coordination, andexecution of campus events and conferences. This individual plays akey role in ensuring the success of events by providingon-the-ground support, maintaining strong communication withclients and internal departments, and assisting with administrativeand operational duties.

OUTCOMES:

Schedule of activities remains accurate so overlap does not occur.Create positive public relations with all constituents.

Essential Functions

Event Coordination & Execution 30%

• Provide on-site coordination and support for day-of logisticsduring campus and external events.
• Assist with the execution of anchor events and high-profilecampus functions.
• Serve as a point of contact for clients and guests duringevents to ensure a seamless experience.
• Conduct client site tours downtown and assist in pre-eventplanning meetings.
• Work with internal campus partners on coordination of theirevents.

Administrative & Client Services 30%

• Support the Campus Event and Conference Manager in managingclient communications, contracts, housing assignments, and eventdetails.
• Assist in preparing and processing event-related billing,invoicing, and payments.
• Learn and operate event management software systems to input,update, and approve internal and external event requests.
• Maintain accurate event records and client files.
• Alcohol procurement, ensure proper COI on file, and bartendingservices have been contracted

Collaboration & Communication 20%

• Liaise with multiple campus departments including Facilities,Public Safety, IT, and Media Services to coordinate logistics andservices for events.
• Communicate with external clients, internal students, YCPfaculty/staff to ensure seamless execution of events.

Summer Programs & Housing Support 20%

• Assist in coordinating logistics and housing arrangements foroutside groups during summer conferences.
• Provide support in onboarding summer program clients andmanaging accommodations.

Experience and Education Required

• Associate’s or Bachelor's degree or equivalent experience inEvent Management, Hospitality, Communications, or a relatedfield.
• 1 Year experience in event coordination, hospitality, orcustomer service preferred.
• Experience and knowledge of 25Live scheduling software orsimilar enterprise scheduling software.

Required Skills and Qualifications

• Proficiency in using event management or scheduling software(e.g., EMS, 25Live, or similar).
• Strong organizational skills with keen attention todetail.
• Excellent interpersonal, written, and verbal communicationskills.
• Ability to multitask and remain calm under pressure in a fast-paced environment.
• Availability to work evenings and weekends as needed.
• Familiarity with campus event planning or educationalinstitution settings.
• Experience in coordinating with catering and facilitiesteams.
• Prior experience with billing systems and client paymentprocesses.
• Excellent customer service skills.
• Ability to work independently and with others to as a team tocarry out an event successfully.
• Exercise good judgement, discretion and decision-makingskills.
• Ability to deal consistently with students, alumni, faculty,administrators, and community leaders alike with courtesy,professionalism and confidentiality.
• Ability to identify and assess safety issues to reduceliability risk to the college.

Additional Information

York College of Pennsylvania is an Equal Opportunity Employer and Non-Discriminatory. For a copy of YorkCollege's Annual Security Report, you may contact the Office ofCampus Safety or visit the website: Annual Security Report.