Events Operations Coordinator

Event Marketer; Pennsylvania; On-site; USD 30,307 - 39,950; Full time

Job summary

Villanova University is seeking an Events Operations Coordinator to support the Office for Mission and Ministry in planning, logistics, registration, and execution of events across Villanova campuses. You will manage registration forms, invitations, reminders, vendor coordination, catering, space reservations, travel logistics, and on-site support from start to finish.

This full-time, non-exempt role requires evening availability and the ability to work independently and as part of a team in a

Qualifications

• High School or GED required.
• Minimum of 5 years working in office setting.
• Proficiency in using Microsoft Office Suite programs, Outlook, internet browsers, Adobe Suite programs and SharePoint.
• Excellent organizational skills.
• Strong attention to detail.
• Event planning experience.
• Ability to anticipate challenges and implement advanced planning measures.
• Strong interpersonal and written communication skills.
• Strong analytic skills.
• Ability to manage multiple events and projects simultaneously while maintaining attention to detail and meeting deadlines.
• Take initiative and willingly assume responsibilities.
• Ability to handle confidential information with discretion.

Responsibilities

• Create and manage event registration forms using STOVA platform, invitations, and reminders.
• Coordinate with University partners to execute successful events, such as Catering, Facilities, Public Safety, Academic departments, and other University divisions.
• Manage food and catering orders for events across all OMM centers.
• Provide on-site event management including setup, troubleshooting, and break down.
• Support post-event communications, reporting, and debriefing.
• Arrange logistical support for special events-Travel/Hotel/Air/Limo.
• Coordinate stipend payments for guest speakers.
• Coordinate logistics for all-staff internal meetings and events, including space reservations and catering.
• Support individual events managed by other OMM staff through setup, breakdown, and transportation.
• Manage inventory of event related materials, consumables, and supplies for use across the division.
• Collaborate with the Director of Communications in distribution and management of event marketing materials.
• Coordinate annual OMM event calendar and reconcile with University Events Calendar.
• Serve as OMM liaison to University Event Coordinators' Network.
• Work as an integral member of four person OMM Admin Team to provide quality administrative and operational support throughout the division.
• Attend and actively participate in Staff and Team meetings.
• Attend professional, retreat, evaluation, and planning meetings.
• Meet with Supervisor on a regular basis.
• Perform other duties and assist with projects as assigned.

Job description

Villanova University

Events Operations Coordinator

Posting Details

Posting Number: 20260378S

Position Title: Events Operations Coordinator

Position Type: Staff

Location: Villanova, PA

Recruitment Type: Internal/External Applicants

Work Schedule: full-time/12-months

Avg Hours Week

Department: 005-Office of Mission and Ministry

Position Summary: Why work at Villanova? Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2025 \"Best Colleges\" rankings is another indication of the University's continued prominence and forward momentum.Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

The Events Operations Coordinator plays a central role in supporting the Office for Mission and Ministry's (OMM) division-wide event operations by coordinating the planning, logistics, registration, communications, and execution of events across OMM centers and programs on both the Villanova and Cabrini campuses. This position manages event details from initial preparation through post-event follow-up, including registration forms, invitations, reminders, vendor and campus partner coordination, catering, space reservations, travel logistics, speaker payments, onsite support, setup, breakdown, and supplies management. Working as an integral member of the OMM administrative team, the position also supports event publicity, calendar coordination, marketing material distribution, and general administrative operations to ensure that OMM events are well organized, mission-aligned, and effectively delivered.

This full-time non-exempt position requires a flexible work schedule and includes regularly scheduled evening responsibilities. This position requires adaptability and the ability to work both independently and creatively in a collaborative environment.

50% OMM Event Management:

• Create and manage event registration forms using STOVA platform, invitations, and reminders


• Coordinate with University partners to execute successful events, such as Catering, Facilities, Public Safety, Academic departments, and other University divisions.


• Manage food and catering orders for events across all OMM centers.


• Provide on-site event management including setup, troubleshooting, and break down.


• Support post-event communications, reporting, and debriefing.


• Arrange logistical support for special events-Travel/Hotel/Air/Limo.


• Coordinate stipend payments for guest speakers.

30% Event Support, Materials, and Publicity:

• Coordinate logistics for all-staff internal meetings and events, including space reservations and catering.


• Support individual events managed by other OMM staff through setup, breakdown, and transportation.


• Manage inventory of event related materials, consumables, and supplies for use across the division.


• Collaborate with the Director of Communications in distribution and management of event marketing materials.


• Coordinate annual OMM event calendar and reconcile with University Events Calendar.


• Serve as OMM liaison to University Event Coordinators' Network.

15% Administrative:

• Work as an integral member of four person OMM Admin Team to provide quality. administrative and operational support throughout the division.


• Attend and actively participate in Staff and Team meetings.


• Attend professional, retreat, evaluation, and planning meetings.


• Meet with Supervisor on a regular basis.

5% Other Duties:

• Perform other duties and assist with projects as assigned.

Minimum Qualifications:

• High School or GED required.


• Minimum of 5 years working in office setting.


• Proficiency in using Microsoft Office Suite programs, Outlook, internet browsers, Adobe Suite programs and SharePoint.


• Excellent organizational skills.


• Strong attention to detail.


• Event planning experience.


• Ability to anticipate challenges and implement advanced planning measures.


• Strong interpersonal and written communication skills.


• Strong analytic skills.


• Ability to manage multiple events and projects simultaneously while maintaining attention to detail and meeting deadlines.


• Take initiative and willingly assume responsibilities.


• Ability to handle confidential information with discretion.

Preferred Qualifications:

• Bachelor's degree.


• 2-3 years of event management experience.


• Experience working in higher education.

Physical Requirements and/or Unusual Work Hours: Lifting boxes and items up to 30 pounds. Standing and walking for extended periods of time. Sitting at a desk for extended periods of time.

Special Message to Applicants: In addition to your resume and cover letter, please submit a written Statement of Contribution to Mission. You may find more information on our website about the University's Mission and Enduring Commitments.

Posting Date: 07/23/2026

Closing Date (11:59pm ET):

This position falls within hourly grade 12 and the range is $22.36-29.12/hr. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.

Salary Grade: 12

Job Classification: non-exempt

References Needed

Minimum Number of References Needed: 3

Maximum Number of References Needed: 3

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you first hear of this employment opportunity?
   
   
   
   • Indeed.com
   
   
   • Higheredjobs.com
   
   
   • LinkedIn
   
   
   • Glassdoor
   
   
   • Chronicle Vitae
   
   
   • Academic Keys
   
   
   • PA CareerLink/JobGateway
   
   
   • Professional Affiliation/Trade Website
   
   
   • Diversity Association/Publication Website
   
   
   • Advertisement in Academic or Professional Publication
   
   
   • Referred by a current employee
   
   
   • Referred by a friend, family member, or former employee
   
   
   • Heard about it at a conference or career fair
   
   
   • Browsing the Villanova website
   
   
   • Cabrini University employee
   
   
   • Other
   
   
   
   


2. * If your answer to the above question is \"Other\", please specify the source below. If this question does not apply to you, enter N/A.
   

   (Open Ended Question)

   
   


3. * Please describe in no less than one paragraph,your experience working with special events and why you feel you would be the best candidate for the position.
   

   (Open Ended Question)

   
   

Documents needed to complete your application:

Required Documents

1. Cover Letter / Letter of Interest


2. Resume / Curriculum Vitae


3. Statement of Contribution to Mission

Optional Documents

1. Other Document

PI286047892