Event Coordinator, Event Management

The Event Coordinator is responsible for planning, staging, and executing a wide range of campus events to ensure quality, professionalism, and alignment with Lipscomb University's mission.

This role manages event logistics from initial planning through execution, serving as the primary client contact and on-site manager for assigned events. Events may include private meetings, concerts, campus-wide celebrations, student activities, meals for large groups, outdoor events, and graduation ceremonies.

The Event Coordinator also partners closely with the Scheduling Manager to assist with student requests, smaller scheduling needs, and general calendar coordination, ensuring efficient space utilization and a seamless client experience.

Primary Responsibilities:

Event Planning and Execution:

• Set, communicate, and maintain timelines and priorities for a variety of events to ensure deadlines are met.
• Coordinate event services including operations, scheduling, catering, audio/visual, parking, staffing, facilities, and security.
• Conduct venue walkthroughs and planning meetings; serve as the primary point of contact for assigned clients.
• Ensure an excellent customer service experience for both internal and external clients.
• Serve as on-site manager during events, including evenings and weekends as required.
• Initiate contracts and produce invoices for clients in accordance with University policies.
• Calculate event budgets and ensure adherence to approved financial parameters.
• Maintain and develop strong relationships with campus departments, vendors, and external partners.
• Maintain vendor and supplier relationships to support operational excellence.

Scheduling and Administrative Support:

• Assist the Scheduling Manager with student event requests and smaller-scale scheduling needs.
• Support daily calendar management within EMS scheduling software as assigned.
• Help ensure compliance with established scheduling policies and guidelines.
• Communicate clearly with student groups and campus partners regarding space availability, policies, and timelines.
• Create and assist with reports as needed to support planning and coordination.

Leadership and Team Collaboration:

• Provide leadership, direction, and support to student workers, interns, volunteers, and part-time staff.
• Work collaboratively with the Office of Event Management team and campus partners to execute successful events.
• Operate independently while contributing to a cooperative, team-based environment.

Qualificaitons:

• Education: Bachelor's Degree required
• Experience: 1-3 years of event-related experience required

Skills and Competencies:

• Proficiency in Microsoft Word, Excel, and PowerPoint
• Database management experience preferred
• Strong organizational and execution skills
• Excellent verbal and written communication skills
• Strong interpersonal and customer service abilities
• Detail-oriented with strong problem-solving skills
• Ability to manage multiple projects simultaneously in a fast-paced environment
• Ability to work independently while collaborating effectively across teams
• Deep commitment to confidentiality and integrity
• Strong alignment with and commitment to the mission of Lipscomb University

Work Environment and Physical Requirements:

• Work performed in both interior and exterior environments
• Frequent movement between campus buildings
• Position requires moderate physical activity related to event setup and execution
• Evening and weekend work required based on event schedule