Event Coordinator

Campus Center Hospitality and Event Coordinator Who We Are: Golisano Institute for Business & Entrepreneurship is a small, non‑profit post‑secondary institution committed to advancing the next generation of business leaders without the burden of debt. We empower individuals to take ownership of their personal success, become valuable contributors to their employers, and drive regional economic growth through an entrepreneurial mindset. Our Commitment to Diversity, Equity, Inclusion and Belonging: Golisano Institute for Business & Entrepreneurship is dedicated to fostering an inclusive and diverse community. We welcome and encourage applications from individuals of all backgrounds, identities, and experiences. We are an equal opportunity employer and value the unique perspectives and contributions that each person brings to our team. We strive to create an environment where all members of our community feel respected, valued, and supported. Golisano Institute for Business & Entrepreneurship seeks a hands‑on Campus Center Hospitality and Event Coordinator (CCHEC) to plan, execute, and oversee institute‑wide events that support our mission and deliver exceptional experiences for students, staff, guests, and partners. Reporting to the Assistant Vice President of Operations and Auxiliary Services, the CCHEC manages the Institute’s events calendar, coordinates logistics with internal and external stakeholders, and oversees multiple weekly events—from space scheduling and budget support to agreements, walkthroughs, vendor management, catering, décor, and invoicing. This role is highly hospitality‑driven, ensuring warm, polished, and seamless guest experiences through attentive service, detailed event preparation, inventory and supply oversight, and on‑site setup and breakdown. The CCHEC collaborates with departments across the Institute, including Academic Affairs, Student Experience, Admissions, Partnerships, IT, and Marketing, to support orientations, fairs, workshops, open houses, partnership engagements, and major institutional programming. Major Responsibilities Event Planning Support: Manage, coordinate, and execute multiple campus‑wide events and student experiences within the Institute, including both scheduled and impromptu activities. Oversee all aspects of internal event planning as well as external event requests from community organizations, partner institutions, and other outside groups. Secure space usage agreements, conduct planning meetings and final walkthroughs with event hosts, and ensure applicable rental fees are collected when required. Negotiate and manage service contracts for catering, technology, décor, and other event‑related services, while maintaining strong vendor relationships. Supervise event décor, furniture, and equipment setup and breakdown; maintain linens and table settings; create tabletop signage for identification and dietary requirements; and ensure event rooms are clean, well‑maintained, and properly prepared for each function. Provide on‑site coordination and support during events, troubleshoot logistical challenges, and ensure smooth execution. Collaborate with departments, leaders, and external stakeholders to gather event requirements, align expectations, and respond promptly to requests. Work with the Comptroller and department leads to develop and manage event budgets, process purchase orders, track expenses, and report financial details to stakeholders. Partner with the Assistant Vice President of Operations and Auxiliary Services and Campus Safety to conduct event risk assessments, develop mitigation strategies, and ensure appropriate staffing when necessary. Collaborate with the IT department to confirm audiovisual needs are properly vetted, tested, and executed effectively. Logistics and Administrative Support: Collaborate with the Campus Center Logistics Coordinator to develop and maintain the Institute’s events calendar, coordinating with all departments to ensure workshops and events are scheduled efficiently and that campus spaces are utilized effectively. Manage and respond to internal and external booking requests for meeting spaces and shared conference rooms, ensuring smooth scheduling and timely communication. Partner with Academic Affairs—including the Student Experience Department and faculty teams—to plan and implement student‑focused programs such as orientations, fairs, wellness initiatives, student clubs, and major celebrations including graduation ceremonies. Collaborate with the Director of Admissions and Financial Aid to support admissions‑related events, including open houses, group tours, and Business Ready workshops. Work closely with the Vice President for Partnerships and the Assistant Vice President for Career & Personal Development to coordinate large‑scale partnership and career‑focused events. Partner with the Marketing and Communications Department and the Vice President of Technology to leverage technology and media for promoting and communicating event details to participants, staff, guest speakers, vendors, and other stakeholders, and to manage event‑related inquiries. Work with the Marketing and Communications Department to ensure all event signage aligns with the Institute’s branding and visual identity standards, including print materials, messaging, and overall presentation. This includes coordination on design and production of materials such as step‑and‑repeat banners, posters, digital screens, and other event visuals. Other Tasks as directed by the Vice President of Finance and Administration and/or senior leadership. Experience Minimum of five years of progressive experience in event planning, coordination, and logistics management, including both large‑scale and small‑scale events in corporate, academic, and hospitality settings. Proficiency with event planning, project management, and coordination software such as Asana, Trello, Monday.com, or Smartsheet. Strong working knowledge of Microsoft Office applications (Word, Excel, Outlook, and PowerPoint), with advanced Excel skills for budgeting, expense tracking, and data analysis. Demonstrated experience in vendor management and contract negotiation, ensuring cost‑effective and high‑quality service delivery. Proven success in overseeing a wide range of event types—including VIP, institutional, and celebratory events—with responsibility for budget development, financial reporting, and operational execution. Experience collaborating with diverse stakeholders, including internal departments, external partners, service providers, and vendors, to achieve seamless coordination and successful outcomes. Exceptional Skills Proven success in event planning, coordination, and hospitality management, with a portfolio of successfully executed and high‑impact events. Demonstrated commitment to exceptional guest service and hospitality excellence, ensuring every event delivers a polished and memorable experience. High level of professionalism with strong negotiation and vendor management skills, including experience handling confidential information discreetly. Excellent interpersonal and relationship‑building abilities, fostering collaboration with internal departments, external partners, and diverse audiences. Strong organizational and multitasking skills, capable of managing multiple concurrent events while maintaining attention to detail and meeting deadlines. Proficiency in project and budget management, with experience in procurement, purchasing, and tracking expenses to ensure cost‑effective event delivery. Ability to work independently with minimal supervision while thriving in a collaborative, fast‑paced team environment. Excellent verbal and written communication skills, including the preparation of event documentation, reports, and presentations. Strong problem‑solving and decision‑making skills, with a proactive and adaptable approach to addressing challenges in real time. Creativity and innovation in event design, décor, and guest engagement strategies to enhance the overall event experience. Flexibility to work evenings, weekends, and extended hours as needed based on event schedules and operational demands. Physical Requirements Ability to stand and walk for extended periods of time during events. Ability to lift and move event‑related materials and equipment weighing up to 25–50 pounds (tables, chairs, signage, decorations, AV equipment, etc.). Ability to bend, stoop, reach, and climb stairs as needed for event setup and breakdown. Visual acuity to read event layouts, floor plans, and signage. Ability to work flexible hours, including evenings, early mornings, weekends, and holidays as required by event schedules. Ability to safely operate carts or dollies to transport materials. Ability to work both indoors and outdoors in a variety of weather conditions as required by specific event needs. Compensation Base pay range: $65,000.00/yr – $75,000.00/yr. This range is provided by Golisano Institute for Business & Entrepreneurship. Actual pay will be based on your skills and experience — talk with your recruiter to learn more. #J-18808-Ljbffr