Student Events Coordinator

SCAD; Savannah (GA); On-site; USD 40,000 - 60,000; Full time

Job summary

SCAD is seeking a Student Events Coordinator to organize activations for prospective and current students, reflecting the university’s mission and branding during events like Welcome Week, Family & Alumni Weekend, and community activities.

You will report to the director of involvement events and manage budgets, timelines, and vendor relationships while coordinating print, media, and marketing for each occasion.

Qualifications

• Bachelor's degree or higher.
• Experience in events and conference coordination and project management with solution-based thinking.
• Vendor management experience.
• Strong knowledge of Microsoft Word.
• Ability to work weekends and evenings.

Responsibilities

• Oversee planning of multiple events across the academic year with creative concepts, timelines, and budgets.
• Lead event meetings, provide updates to the director, coordinate departments and vendors.
• Maintain inventory and organize event supplies; manage photo archives.
• Coordinate marketing, PR efforts, space reservations, transportation, and security with internal departments.
• Coordinate, recruit, and manage event volunteers.
• Develop ideas for gifts and giveaways; source vendors; manage costs.

Skills

Organizational skills

Communication skills

Time management

Flexibility

Education

Bachelor's degree

Tools

Microsoft Word

Job description

As a student events coordinator, you’ll work to prepare exciting activations for prospective and current students that reflect the university’s mission — to prepare talented students for creative professions through engaged teaching and learning in a positively oriented university environment. This includes Pre-Bee, Move-in and Welcome Week, Family & Alumni Weekend, Masquerade Ball, SCAD Color Run, Squads Socials, Fête de Lacoste, and all other student-facing events hosted by the office of student involvement, SCAD Squads, and study abroad

Reporting to the director of involvement events, you’ll:

• Handle multiple events simultaneously throughout the calendar year; develop creative and unique concepts, ideas, and décor models to present them for approval; and create project plans, production timelines, and budgets
• Regularly meet with the director to provide updates on all previous and upcoming assigned student events
• Maintain photo archives, inventory, and organization of event supplies
• Lead event meetings with all necessary participants, communicate and uphold SCAD standards and expectations with clients, and coordinate marketing and public relations efforts with internal departments to promote events
• Collects RFPs, quotes, and estimates from vendors

As a coordinator, you’ll:

• Oversee all print, visual media, social media and web-related requests for assigned events
• Collaborate with SCAD physical resources to coordinate services (i.e., space reservations, housekeeping, grounds, and transportation and security)
• Work with various city departments to request Savannah police as needed, ensure compliance with all city ordinances, and submit applications for required permitting and temporary licensing for events
• Develop and source ideas for event gifts and giveaways
• Coordinate, recruit, and manage event volunteers

Additionally, you’ll:

• Source, order, and install event floral décor
• Research and reserve entertainment
• Serve as a host to positively represent SCAD at all events
• Promptly complete all financial documentation (i.e., purchase requisitions, vendor classification forms, and cost summary reports)
• Project and compile costs to maintain accurate budgets

Highly motivated, positive, and flexible candidates will demonstrate:

• Excellent organizational, communication, and time management skills
• An ability to work in fast-paced environments
• Comfort managing several tasks simultaneously
• Self-starting capabilities

Minimum qualifications:

• Bachelor's degree
• Experience in events and conference coordination and project management with solution-based thinking
• Vendor management experience
• Strong knowledge of Microsoft Word programs
• Ability to work weekends and evenings

Certificates, licenses, and registrations:

• Valid driver’s license
• Access to a reliable vehicle

Travel required:

• 10–20%

Work hours:

The university work week is Sunday through Saturday. Most offices are open Monday through Friday 8:30 a.m. to 5:30 p.m. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings.

ADA tag:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and minimum qualifications listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions and/or meet the minimum qualifications.