Event Coordinator

About the role

The Event Coordinator provides leadership and strategic oversight for the planning and execution of academic and institutional events at the Odum School of Ecology. This position is responsible for managing a comprehensive portfolio of events—including, the Signature Lecture Series and high-profile school events—while ensuring alignment with the School’s mission and strategic priorities.

Responsibilities

• Event Planning and Program Management for Odum
  • Lead planning and execution of academic and institutional events including, distinguished speaker series, workshops, symposia and social events
  • Align event strategies with leadership priorities, visibility goals, and external engagement initiatives
  • Develop and implement long-term event planning processes and standards
  • Cook up and coordinate across departments and maintain the school-wide events calendar
  • Provide guidance on even design, format, and audience engagement
  • Oversee event logistics, including venues, scheduling, AV, catering, travel, registration, and materials
  • Ensure consistency, quality, and compliance with institutional standards
  • Serve as on-site contact for high-profile events, managing execution and resolving issues in real time
  • Establish and maintain standard operating procedures for event planning and execution
• Event Planning and Program Management for River Basin Center
  • Coordinate logistics, including, venues, registration, and catering for the Georgia Water Resource Conference (GWRC)
  • Aid GWRC committees with organization, communication, and implementation of event plans
  • Coordinate and supervise student volunteers at GWRC activities
  • Support additional initiatives and events for RBC
• Financial Management and Policy Compliance
  • Develop and manage event budgets, including forecasting, allocation, and reconciliation
  • Monitor expenditures and ensure compliance with university financial policies and procedures
  • Identify cost efficiencies and provide recommendations for resource optimization
  • Oversee financial processes related to vendor payments, reimbursements, and contracts
  • Review quotes, invoices, and contracts for accuracy and policy compliance
  • Submit purchases in a timely manner per UGA Polices and guidelines to the appropriate business office personnel to ensure on-time payments
• Relationship Management and Program Evaluation
  • Serve as a key liaison between faculty, school leadership, external partners, vendors, and university offices
  • Advises faculty and administrators on event planning strategy and execution
  • Foster relationships with internal and external partners to support successful event outcomes
  • Support high-level visitors, guest speakers, and institutional partners
  • Develop and implement evaluation methods to assess event effectiveness and participant experience
  • Analyze feedback and event data to inform planning and improve future programming
  • Maintain comprehensive records and reporting for event outcomes and performance metrics
• Other Duties
  • Attend “as related” meetings and Training and Development classes to improve skills and keep abreast of new and changing policies and procedures
  • Support additional initiatives and special projects as assigned
  • Contribute to continuous improvement of event coordination processes
  • Other duties, as assigned

Requirements

Minimum Qualifications: Bachelor’s degree in a related field or equivalent and 5 years of professional experience.

Preferred Qualifications: Not specified.

Qualifications

• Strong organizational skills and ability to multi-task and prioritize
• Positive attitude and ability to be self-motivated
• Strong written and verbal communication and interpersonal skills
• Ability to collaborate well with internal and external clients
• Problem-solving skills
• Self-managed, adaptable, and flexible

Skills

• Advanced event management expertise
• Financial oversight
• Stakeholder engagement
• Leading complex, high-visibility initiatives

Benefits

Position Summary: The Event Coordinator provides leadership and strategic oversight for the planning and execution of academic and institutional events at the Odum School of Ecology. This position is responsible for managing a comprehensive portfolio of events—including, the Signature Lecture Series and high-profile school events—while ensuring alignment with the School’s mission and strategic priorities.

Pay

Commensurate with Experience

Schedule

M-F, 8 AM – 5 PM, some after hour work may be needed due to event schedule