Project/Event Coordinator

Support the Office of Research and Innovation (ORI)—including the Communications team, the Office of Postdoctoral Affairs (OPA), and the National Security Initiative (NSI)—in managing and expanding a diverse portfolio of events, including the development of a speaker series. This hybrid role requires in-office presence once per week with additional onsite presence as needed to support in-person events.

Responsibilities

• Event planning and management (50%)
  • Procure venue space
  • Coordinate vendor services (e.g., poster easels, signage)
  • Develop/produce event materials (e.g., nametags, slide decks, rosters)
  • Coordinate catering services
  • Coordinate hybrid format/technology/AV needs
  • Coordinate event photo and video
  • Develop and oversee registration forms and lists
  • Coordinate day-of duties (e.g., set-up space, set-up catering, registration table, A/V, photos, wayfinding)
  • Complete post-event activities (e.g., photo post-production, metrics tracking and analysis, evaluation summaries, vendor invoices)
  • Maintain event records, timelines, checklists, and planning documents
  • Develop recommendations to improve future event processes
• Project coordination and stakeholder engagement (15%)
  • Assist with establishment of event committee (if necessary/requested)
  • Lead event committee meetings, help establish event agenda, set meeting dates, establish necessary next steps for committee
  • Coordinate across ORI leadership, faculty, staff, speakers, sponsors, and vendors
  • Track deliverables and deadlines
• Communications and digital content (15%)
  • Develop promotional messaging and materials
  • Coordinate attendee communications
  • Distribute presentation materials and recordings
  • Support event marketing and outreach, including development of event webpages and other digital marketing materials
• Online seminar planning and management (20%)
  • Set up Zoom webinars and registration
  • Assign presenter and co-host roles as assigned
  • Provide support during events (monitor chat, Q&A, add links as needed)
  • Create webinar surveys
  • Post webinar recordings to event pages and notify registrants when available
  • Coordinate logistics for paid seminars (track payments, coordinate delivery of materials)

Requirements

• Knowledge equivalent to that which would normally be acquired in a four-year college degree in Public Relations, Communications, Business, or Event Management; one to three years of related and progressively more responsible work experience in events management and project coordination; or an equivalent combination of education and experience
• Proficiency with event management software, digital marketing tools, survey tools, Zoom and Teams, and budget tracking and management
• Experience in word processing, database, spreadsheet, desktop publishing, and/or presentation software

Qualifications

• Bachelor’s degree in communications, event management, public relations, marketing, public administration, or a related field; or an equivalent combination of education and relevant experience
• Four to five years of experience in event management

Physical Requirements and Work Environment

• Moderate physical activity, including prolonged standing and walking, and occasional lifting of up to 50 pounds
• Work may take place in a variety of settings, including laboratories, greenhouses, and outdoor environments
• Good eye-hand coordination required
• Conditions may be mildly disagreeable at times

This position reports directly to the Director of Communications within the Office of Research and Innovation.