Events Coordinator

Job Description

Job Description

We are looking for an Events Coordinator to support immersive academic events for a Doctor of Physical Therapy program. This contract opportunity with potential for a long-term role is ideal for someone who thrives in a fast-moving environment and enjoys balancing logistics, communication, and on-site coordination. In this role, you will partner with faculty, staff, guests, and vendors to help deliver organized, welcoming, and efficient event experiences from planning through execution.

Responsibilities:
• Coordinate travel-related logistics for immersion events, including participant lists, lodging arrangements, rideshare planning, and meal coordination.
• Communicate schedules, travel details, and last-minute updates clearly to students, faculty, volunteers, and visiting guests.
• Maintain event calendars and provide administrative support for faculty travel and scheduling needs tied to program activities.
• Prepare event and lab spaces by arranging materials, supplies, signage, and other resources needed for daily operations.
• Set up, test, and resolve basic issues with audiovisual and electronic equipment to support event delivery.
• Review catering requests for completeness and accuracy, then help oversee timely distribution of meals, beverages, and refreshments during events.
• Track inventory levels for office, classroom, and hygiene supplies to ensure the space remains fully stocked and ready for use.
• Assist with examinations and proctoring activities, while helping maintain an orderly, secure, and well-organized environment before, during, and after immersion sessions.
• Support visits from prospective students, campus partners, and other guests, and collaborate with external vendors as needed to meet site and event requirements.
• Provide general administrative assistance to program leadership and faculty, including participation in occasional meetings and other assigned duties.• Experience supporting events, office operations, or administrative coordination in a detail-focused setting.
• Ability to manage calendars, schedules, travel arrangements, and multiple moving priorities with strong attention to detail.
• Clear written and verbal communication skills, with the ability to interact effectively with faculty, students, guests, and vendors.
• Proficiency with Microsoft Word, PowerPoint, and standard digital file management tools.
• Comfortable handling logistics such as catering coordination, supply monitoring, and on-site event support.
• Ability to troubleshoot basic audiovisual or technical issues during meetings or events.
• Strong organizational skills, sound judgment, and a dependable approach to maintaining a welcoming environment.