Commencement & Events Coordinator

Job Story Wichita State University is seeking a highly organized and detail-oriented Commencement & Events Coordinator to join our team of event professionals. This position will plan, coordinate, and execute commencement ceremonies and other University events for WSU campus and community. This role plays a critical part in ensuring high-quality experiences by coordinating logistics, facilities, services, and on-site operations. Job Summary Develops, coordinates and/or executes event planning. Coordinates events to facilitate effective presentation of programs or events. Essential Functions Performs public relations, sponsorship, hospitality, and/or project management for events. Coordinates all amenities, accommodations and/or production of materials and resources for events, as well as any associated contract negotiations. Maintains events calendar and/or records. May conduct post-event evaluations. Adheres to event budgets and/or maintains financial information. Job Duties Coordinate logistics for conferences, meetings, and multi-day events Serve as a primary point of contact for clients, from initial planning through event completion Develop event plans, run-of-show documents, and detailed production schedules Manage event budgets, contracts, and vendor relationships Oversee event-day operations, including staff and volunteer supervision Ensure events reflect university branding, values, and inclusivity standards Plan and coordinate all aspects of commencement ceremonies, including logistics, timelines, venues, staging, seating, volunteers, and guest services Coordinate space reservations, room setups, audiovisual needs, catering, lodging, parking, and signage Coordinate speaker logistics, VIP protocols, and ceremonial traditions Serve as a liaison with academic units, facilities, students, vendors, volunteers, and external partners Conduct post-event evaluations and implement process improvements Required Education And Experience High school diploma or equivalent One (1) year of experience in office, event coordination or related field Required License/Certifications/Training None Knowledge, Skills And Abilities Strong organizational and project management skills Excellent written and verbal communication skills Ability to manage multiple priorities under tight deadlines Proficiency with event planning tools, spreadsheets, and basic budget tracking Ability to work occasional evenings and weekends as required for events Excellent customer service and communication skills Ability to manage multiple events and deadlines simultaneously Familiarity with academic traditions and university governance structures Knowledge of accessibility and inclusive best practices Preferred Qualifications Bachelor's Degree 24 years of experience coordinating events Experience in higher education settings Planning ceremonial or large-scale events Coordinating volunteers or temporary staff Using and managing registration systems Planning and executing marketing initiatives Physical Requirements Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information. Ability to move, transport, and/or deliver items, supplies, or equipment. Ability to move or traverse across campus, within buildings and offices, and/or across external environments. Ability to travel in a vehicle for distances including but not limited to across city, county, and state. Additional Physical Requirement Light Work: Exerting up to 20 pounds of force occasionally and/or negligible amount of force to constantly move objects. Light work involves remaining stationary most of the time. #J-18808-Ljbffr