Job Description

This is a Temporary position

Position Summary

The Event Services Coordinator provides administrative, communication, registration, and logistical support for university events, conferences, meetings, and special programs. This position works closely with event leads, university departments, presenters, participants, and campus service departments to help ensure that events are organized and participants receive timely and professional communication.

The Event Services Coordinator is not responsible for overall event planning, program development, or event management. Rather, the position supports the individuals responsible for an event by coordinating administrative details, maintaining event information, assisting with registration and communications, and helping prepare for successful event execution.

Essential Duties and Responsibilities

Event Administration and Communications

Prepare and distribute event-related emails, announcements, confirmations, reminders, and participant communications.
Respond to routine questions from registrants, attendees, speakers, guests, and university departments.
Maintain event contact lists, distribution lists, schedules, registration information, and other event records.
Assist with preparing invitations, informational materials, agendas, schedules, participant instructions, and other event documents.
Maintain organized electronic files and documentation for assigned events.

Registration and Participant Services

Set up and maintain event registration processes using university-approved registration platforms.
Monitor registrations and maintain accurate participant information.
Send registration confirmations, reminders, event instructions, and follow-up communications.
Assist participants with registration questions, changes, cancellations, and other routine requests.
Prepare registration reports, attendee lists, name badges, check-in materials, and related documentation.
Assist with event check-in and registration activities when needed.

Pre-Event Coordination

Assist event leads with tracking deadlines, assignments, and outstanding event requirements.
Coordinate routine logistical requests with university departments such as Facilities, Food Services, Guest & Conference Center, Transportation, Information Technology, Audio/Visual, Security, and Custodial Services.
Assist with gathering information regarding meeting spaces, room arrangements, catering requirements, transportation, technology, signage, and other event needs.
Confirm logistical arrangements with appropriate departments prior to events.
Assist with preparation of event materials, packets, signage, schedules, supplies, and participant materials.
Help identify unresolved logistical issues and bring them to the attention of the event lead.

Event Support

Provide on-site administrative and logistical support for selected events as assigned.
Assist with registration and attendee check-in.
Help distribute materials and provide participants with directions and event information.
Communicate logistical issues to the appropriate event lead or university department.
Assist with last-minute administrative needs during events.

Post-Event Support

Assist with participant follow-up communications and surveys.
Maintain attendance and registration records.
Compile basic event information and reports as requested.
Organize and archive event documentation for future reference.
Assist with identifying administrative or logistical improvements for future events.

Scope of Responsibility

The Event Services Coordinator provides support rather than overall event ownership. The position does not independently determine event programming, budgets, contracts, major vendor selections, event strategy, or institutional commitments unless specifically delegated.

The Event Services Coordinator works under the direction of the individual responsible for each event and is expected to proactively manage assigned administrative and logistical responsibilities while escalating decisions requiring event-owner or management approval.

Qualifications:

Required:

High school diploma or equivalent; associate's or bachelor's degree preferred.
Strong organizational and administrative skills.
Excellent written and verbal communication skills.
Ability to manage multiple assignments and deadlines simultaneously.
Strong attention to detail and accuracy.
Proficiency with email, calendars, spreadsheets, word processing, and online registration or database systems.
Ability to communicate professionally with faculty, staff, students, guests, speakers, and external participants.
Ability to work collaboratively across multiple university departments.
Ability to maintain composure and respond effectively when event details or priorities change.

Preferred:

Previous administrative, hospitality, conference, customer service, or event-support experience.
Experience with event registration or conference management platforms.
Experience working in a university, hospitality, nonprofit, or conference environment.

Knowledge, Skills, and Abilities

The successful candidate will demonstrate strong organizational skills, follow-through, attention to detail, professional communication, customer service, and the ability to anticipate administrative needs. The position requires someone who is comfortable working behind the scenes, coordinating many small details, and ensuring that information reaches the right people at the right time.

Working Conditions

The position is primarily administrative but may require periodic work at event locations throughout campus. Some evening or weekend work may be required depending upon the university's event and conference schedule.

Maharishi International University

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