Special Event Coordinator
Bellarmine University
Job Description: The Special Event Coordinator serves as the primary coordinator for contracted events and non-athletic external space rentals.
Disclaimer This job description is not intended to be all-inclusive. The employee may be required to perform other related duties and responsibilities as assigned to meet the ongoing needs of the university.
Application Instructions: Please submit a cover letter, resume, and contact information for three professional references.
Please note: Visa sponsorship is not provided for this position. URL:
- Serve as the primary point of contact for external clients seeking to reserve university event spaces, responding to inquiries and providing guidance by phone and email.
- Coordinate the planning and execution of contracted events and non-athletic external space rentals from initial inquiry through post-event follow-up.
- Manage multiple events, projects, deadlines, and client requests simultaneously while maintaining a high level of organization and attention to detail.
- Prepare and coordinate event agreements, deposits, certificates of insurance, and other required documentation in accordance with university policies and procedures.
- Communicate and coordinate with external clients, university departments, vendors, and campus service areas to ensure event requirements are understood and met.
- Identify and resolve questions, concerns, and logistical challenges throughout the planning process, including the ability to respond effectively to last-minute changes and requests.
- Provide on-site event coordination and support as needed to ensure successful event setup, execution, and breakdown.
- Complete post-event follow-up, reconcile event details, and prepare or coordinate final billing.
- Coordinate sponsored events and non-athletic space rental requests submitted by university departments.
- Provide university departments with guidance and support related to event planning, logistics, space usage, and issues that arise before or during events.
- Assist the Director of Special Events with the planning, coordination, and execution of large-scale university events.
- Maintain a professional, customer-focused approach when working with clients, faculty, staff, students, vendors, and guests.
- Support compliance with university policies, procedures, risk-management requirements, and event standards.
- Perform other duties and special projects as assigned.
- Bachelor's degree from an accredited institution.
- Minimum of two years of professional experience in special events, event planning, hospitality, venue management, or a related field.
- Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, with the ability to learn and effectively use university scheduling, event management, and billing systems.
- Excellent written and verbal communication skills.
- Demonstrated ability to solve problems in real time, exercise sound judgment, and adapt to changing priorities and last-minute requests.
- Strong customer service skills and the ability to maintain a professional demeanor when working in high-pressure or fast-paced environments.
- Commitment to maintaining professionalism, confidentiality, ethical standards, and compliance with university policies and procedures.
- Availability to work flexible hours, including evenings, weekends, holidays, and extended hours based on event schedules and university needs.
- Ability to work on-site during events and move throughout event venues to monitor and coordinate setup, event operations, and logistics.
- Experience coordinating events within a university, collegiate, hospitality, convention, venue, or similar environment.
- Experience working with external clients and internal university or organizational departments.
- Knowledge of event logistics, including insurance requirements, space planning, vendor coordination, security, facilities, technology, and risk management.
- Experience with event scheduling, contract management, billing, or event management software.
- Strong attention to detail and demonstrated accuracy in agreement preparation, documentation, billing, and event logistics.
- Experience coordinating multiple events simultaneously in a fast-paced environment.
- Demonstrated ability to independently manage projects from planning through completion.
- Work is performed in office, campus, and event-site settings with frequent interaction with faculty, staff, students, external clients, vendors, contractors, and guests.
- The position requires extended periods of sitting, standing, and walking, as well as occasional bending, reaching, climbing stairs, and lifting or carrying materials weighing up to 25 pounds.
- Work schedules may vary based on event demands and may include early mornings, evenings, weekends, holidays, and additional hours during major university events.
- The position requires both indoor and outdoor work, movement between campus locations, and the ability to work effectively in a fast-paced environment with multiple competing priorities.
- Reasonable accommodations may be provided to qualified individuals with disabilities.
Disclaimer This job description is not intended to be all-inclusive. The employee may be required to perform other related duties and responsibilities as assigned to meet the ongoing needs of the university.
Application Instructions: Please submit a cover letter, resume, and contact information for three professional references.
Please note: Visa sponsorship is not provided for this position. URL:
Vacancy posted 3 days ago
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