Events Coordinator III

University of Louisville; Louisville (KY); On-site; USD 27,000 - 40,000; Full time

Job summary

The University of Louisville’s College of Arts & Sciences seeks an Events Coordinator to manage a diverse portfolio of conferences, lectures, and community-engaged programs. The role requires strong planning, communication, and collaboration across departments to deliver high-quality events.

You’ll coordinate hybrid and in-person events, develop scalable workflows, oversee budgets and sponsorships, and support outreach efforts that showcase the college’s research and scholarly activity.

Qualifications

• Bachelor’s degree in communications, event management, hospitality, business administration, public administration, or related field.
• Three years of progressively responsible experience coordinating events, programs, or administrative operations.
• Experience coordinating events in a higher education environment.
• Experience supporting hybrid and virtual events.
• Familiarity with university scheduling, procurement, or financial systems.
• Experience working with faculty, students, alumni, and community partners.

Responsibilities

• Coordinate logistics for conferences, lectures, workshops, symposia, visiting scholars, and community-engaged events.
• Develop annual event calendars and planning timelines with center and institute directors.
• Manage multiple concurrent events with competing priorities and resources.
• Serve as primary contact for faculty, institute leadership, external guests, and community partners.
• Provide on-site event support including hybrid and virtual events.
• Create and maintain event planning procedures, templates, and workflows.
• Establish scalable systems to improve efficiency and service across research units.
• Coordinate event budgets and financial transactions, reimbursements, vendor payments, and reporting.
• Monitor spending and purchasing, facilities and equipment coordination.

Skills

Event coordination

Planning

Customer service

Communication skills

Attention to detail

Problem solving

Collaboration

Adaptability

Education

Bachelor’s degree in communications, event management, hospitality, business administration, public administration, or related field

Job description

Department:

Location: Belknap Campus

Time Type: Full time

Worker Type: Regular

Job Req ID: R109076

Minimum Requirements: Associate's Degree in a related field and two (2) years of related experience or an equivalent combination of education and experience. Grade 3 (Hourly)

Position Description:

The College of Arts & Sciences at the University of Louisville seeks a highly organized, service-oriented, and innovative Events Coordinator to support the college's vibrant portfolio of research, scholarly, and community-engaged programming.

This position serves as the central coordinator for events hosted by A&S research centers and institutes, helping to bring together faculty, students, visiting scholars, community partners, and the public through impactful conferences, symposia, lectures, workshops, and outreach activities. The successful candidate will thrive in a collaborative environment, manage multiple priorities with ease, work independently, and develop efficient communication and coordination streams that support high-quality event experiences across a diverse range of academic programs.

What You'll Do

Lead Event Planning and Coordination

• Coordinate logistics for conferences, lectures, workshops, symposia, visiting scholars, and community-engaged events.
• Partner with center and institute directors to develop annual event calendars and planning timelines.
• Manage multiple concurrent events while balancing priorities and available resources.
• Serve as the primary point of contact for faculty, institute leadership, external guests, and community partners.
• Provide on-site event support, including troubleshooting and coordination of hybrid and virtual events.

Develop Processes and Improve Operations

• Create and maintain event planning procedures, templates, and workflows.
• Establish scalable systems that improve efficiency, consistency, and service across multiple research units.
• Recommend and implement process improvements that enhance event support and program delivery.

Support Communications and Outreach

• Coordinate event promotions, announcements, invitations, and marketing materials.
• Maintain event-related website content and assist with social media and outreach efforts.
• Help showcase the college's research, scholarship, and community engagement activities.

Manage Administrative and Financial Activities

• Coordinate event budgets and financial transactions.
• Process honoraria, reimbursements, vendor payments, and other event-related expenditures.
• Monitor spending, track budgets, and prepare reports as needed.
• Coordinate purchasing, facilities, equipment, and other operational support services.

Preferred Qualifications

• Bachelor's degree in communications, event management, hospitality, business administration, public administration, or a related field, or an equivalent combination of education and experience.
• Three years of progressively responsible experience coordinating events, programs, or administrative operations.
• Demonstrated ability to independently manage multiple projects, establish priorities, improve processes, and coordinate activities across diverse stakeholder groups.
• Experience coordinating events in a higher education environment.
• Experience supporting academic, student, donor, or public-facing events.
• Familiarity with university scheduling, procurement, or financial systems.
• Experience supporting hybrid and virtual events.
• Experience working with faculty, students, alumni, and community partners.

What We're Looking For

Successful candidates will demonstrate:

• Exceptional planning and organizational skills.
• Strong customer service and relationship-building abilities.
• Attention to detail and commitment to quality.
• Excellent written and verbal communication skills.
• Sound judgment and problem-solving abilities.
• Ability to adapt to changing priorities in a fast-paced environment.
• A collaborative mindset and commitment to supporting research and scholarly excellence.

Working Conditions

This position requires occasional evening and weekend work in support of special events. The role also involves standing and walking for extended periods during events and assisting with basic event setup.

Why Join Us?

The College of Arts & Sciences is home to a diverse community of scholars, researchers, centers, and institutes that address pressing local and global challenges. This position offers an exciting opportunity to help shape and support the events and programs that showcase the college's research, creative activity, scholarship, and community impact.

Target Compensation Maximum: $29.27

Target Compensation Minimum: $19.51

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at [e-mail] or by phone [phone].