Events Coordinator IV (Coordinator, Summer Operations)

ULSA University of Louisville; United States; On-site; USD 55,000 - 90,000; Full time

Job summary

The University of Louisville is seeking an Events Coordinator IV to manage a $2 million summer conference housing program, overseeing billing, assignments, and on-site logistics on Belknap Campus. This role leads a team of 16 student workers and two graduate interns, coordinating operations from move-in to move-out while ensuring excellent customer service.

You will market conference services, recruit staff, monitor accounts, and produce weekly financial reports.

Qualifications

• Experience in higher education or youth-centered environments.
• Experience in project coordination, marketing, or communications.
• Experience supervising student workers or interns.
• Experience managing conference programs as a lead or direct assistant, preferably at a higher learning institution.

Responsibilities

• Coordinate billing, assignments, and on-site logistics for a $2 million summer conference housing program; assign client group members to rooms and manage move‑in/move‑out.
• Lead weekly operations meetings with housekeeping, facilities, finance, resident experience, and summer conference teams.
• Recruit, onboard, and train 16 student workers and 2 graduate interns annually.
• Participate in on‑call rotation and support summer operations and related initiatives.

Skills

Higher ed experience

Project coordination

Marketing & communications

Supervising student workers

Conference program management

Job description

Position Description

The Department of University Housing and the Resident Experience in the Division of Student Affairs is seeking to hire an Events Coordinator IV (Coordinator, Summer Operations). The Events Coordinator is responsible for coordinating all billing, assignments, and logistics for a $2 million dollar summer camp and conference program. This position recruits clients to meet revenue‑generating goals targeted to reduce academic year resident rent. The Events Coordinator continuously works on different tasks and projects to execute the summer conference program, pivoting often to prioritize competing projects. This position provides and champions the provision of exceptional customer service and exercises a high degree of collaborative experience in all work tasks. Additionally, the Events Coordinator serves in the departmental on‑call rotation during the summer months.

Essential Duties and Responsibilities

• Administration and Operations Serves as front line contact for clients and guides them through program processes including registration, contract execution, occupant planning, on‑sight procedures, and payments for dynamic $2 million dollar summer conference housing program; Assigns client group members to rooms and coordinates all on‑site logistics for move‑in, active occupancy, and move‑out functions; Monitors client accounts, provision of contract requisites, and occupant activities to ensure all contractual obligations are fulfilled; Plans and leads weekly operations meetings including housekeeping, facilities, finance, resident experience, and summer conference teams; Manages, supervises and provides timely performance feedback to 16 student workers and two graduate interns; Leads 24‑hour on‑call immediate and emergency response operation and coordinates team member on‑call rotation.
• Marketing and Recruitment Markets conference services to internal and external customers interested in summer on‑campus housing for small and large groups; Assists Manager to develop marketing initiatives and install program improvements to meet annual 20% revenue growth objective for next five years; Leads recruitment efforts to hire 16 student workers and 2 graduate interns annually and plans and executes all onboarding and training.
• Billing and Financial Reporting Monitors client accounts to ensure deposits are paid timely and account balances are collected before or at the time of client group’s arrival; Produces weekly revenue and other financial reports for Business Office to apply to Division and other high‑level budgeting, reporting and analysis; Invoices clients and tracks client accounting records to identify unpaid bills and late fees owed; Corresponds with clients regarding outstanding balances and develop strategies to ensure payment collection.
• Other Duties Participates to assist with the execution of Division initiatives such as freshman orientation, Welcome Week, and resident move‑in events; Performs other duties and completes special projects as assigned.

Preferred Qualifications

• Experience working in a higher education or youth‑centered environment
• Experience in project coordination, marketing, or communications
• Experience supervising student workers or interns
• Experience managing conference programs as a lead or direct assistant, preferably at a higher learning institution

Work Hours and Location

This is a full‑time, non‑exempt position with a 37.5‑hour regular workweek including early morning, evening, weekend, and holiday hours as required. Additional work hours may be required based on department needs, programming, staffing, and/or scheduling. The primary work location for this position is at the Belknap Campus. Occasional overnight travel (for professional development, conferences, student trips, etc.) may be required.

Employee Benefits

The University of Louisville offers competitive benefits and perks to eligible full‑time and part‑time employees.

Student Affairs

The Division of Student Affairs encourages candidates to apply who have demonstrated the capacity to create supportive work environments, collaborate effectively on teams, and serve the students we admit and aim to attract.

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]. The University of Louisville is committed to being a great place to work, learn and invest. It is a place where you will thrive in a community of inclusivity, cultivate your innovative power and work where you’ll discover your purpose.