Events Coordinator

asu; Phoenix (AZ); On-site; USD 50,000 - 55,000; Full time

Job summary

ASU Health seeks an Outreach Analyst 2 to develop and coordinate community outreach events, spanning academic, clinical, research and alumni programs. The role emphasizes hands-on planning, execution, and post-event evaluation, collaborating with multiple units to support ASU Health priorities.

The position requires strong project management, organizational skills and the ability to handle multiple events in a fast-paced environment, with occasional evening and weekend work as needed.

Qualifications

• Bachelor's degree and three years of experience in the area or equivalent combination of experience and training.

Responsibilities

• Plans, coordinates and manages the execution of assigned ASU Health events, including in-person, virtual and hybrid events.
• Manages event timelines, logistics and run-of-show documents to ensure on-schedule delivery.
• Develops and manages event registration processes and attendee communications.
• Coordinates event technology, venues, vendors and post-event data.

Education

Bachelor's degree

Tools

Wrike

Stova

Job description

Job Profile

Outreach Analyst 2

Job Family

Outreach Programs

Time Type

Full time

Minimum Qualifications

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary

Develops community outreach program activities and coordinates program fundraising to promote stable and productive relationships between the university and local community.

Job Description

Position Salary Range: $50,000 - $55,000 per year; Depending on experience

ASU Health seeks an experienced Events Coordinator responsible for the hands-on planning, coordination, execution and evaluation of a varied portfolio of events supporting ASU Health and its four academic units: the College of Health Solutions, Edson College of Nursing and Health Innovation, John Shufeldt School of Medicine and Medical Engineering, and School of Technology for Public Health.

As an integral member of the ASU Health Events team within Strategic Marketing and Communications, the Events Coordinator supports events that advance the priorities and strategic goals of ASU Health and its academic units. The Events team manages a broad portfolio of academic, clinical, research, advancement, alumni, student, community and institutional events across a variety of audiences and event formats.

The Events Coordinator serves as a primary coordinator for assigned events, working collaboratively with academic, clinical, research, development, communications, marketing, alumni and administrative partners to plan and execute engaging, accessible and well-organized events. The position manages event logistics from initial planning through post-event closeout, including stakeholder coordination, registration, vendor management, event technology, communications, staffing, on-site coordination, as appropriate.

The position requires strong project management, organizational and problem-solving skills and the ability to manage multiple events and competing priorities in a fast-paced environment. The ideal candidate is a detail-oriented, collaborative self-starter who can independently manage assigned events, anticipate logistical needs, communicate effectively with various stakeholders and adapt to changing event requirements.

The position reports to the Events Manager for ASU Health and requires a flexible work schedule to accommodate occasional evening, weekend and special events.

Essential Duties

• Plans, coordinates and manages the execution of assigned ASU Health events, including in-person, virtual and hybrid events such as lectures, symposiums, conferences, ceremonies, alumni and development events, community events and other special events.
• Serves as a primary point of contact for assigned events, working with stakeholders to assess event objectives, audience, scope, timeline, budget and logistical needs and providing recommendations for event operations, registration, technology, staffing and other event requirements.
• Develops and maintains event timelines, logistics plans, run-of-show documents, task assignments and other project documentation using Wrike and other event management systems to ensure deliverables are completed accurately and on schedule.
• Manages multiple event timelines and competing priorities, ensuring deliverables are completed accurately and on schedule.
• Develops and manages event registration processes via Stova, including registration setup, attendee communications, registration fields, waitlists, check-in, dietary and accessibility information, reporting and post-event data.
• Coordinates event technology and equipment needs, including registration systems, virtual and hybrid event platforms, audiovisual services, presentation technology and event equipment.
• Collaborates with marketing, communications and other partners to coordinate event communications, promotional needs and key deadlines.
• - Coordinates with venues and external vendors for catering, audiovisual services, rentals, entertainment, transportation and other event-related services.
• Tracks event-related expenses, coordinates estimates and purchasing processes, and monitors approved event budgets in accordance with university policies.
• Anticipates potential logistical and operational challenges, develops contingency plans and recommends solutions to support successful events.
• Provides on-site coordination for assigned events, including setup and breakdown, registration and check-in, vendor coordination, speaker support, technology, event staffing, troubleshooting and day-of event operations.
• Collaborates with academic, clinical, research, development, communications, marketing, alumni and administrative partners to plan and execute events that support the goals and priorities of ASU Health and its academic units.
• Completes post-event