Senior Events and Experience Coordinator

Coordinates outreach program activities, the recruitment of volunteers, staffing, and resources, and coordinates program fundraising to promote stable and productive relationships between the university and local community.

About the role

The Design School (TDS) in ASU's Herberger Institute for Design and the Arts seeks an experienced Events & Experience Coordinator to lead the planning and coordination of recruitment events, student engagement activities, exhibitions, lectures, public programs, alumni gatherings, donor events, and community-facing experiences. The successful candidate will be a highly organized, service-oriented professional with strong project management skills, attention to detail, and a commitment to creating welcoming and engaging experiences for various audiences. This is a full-time, salaried position that requires a flexible work schedule, including occasional evening and weekend events.

The Design School at Arizona State University is one of the largest, most comprehensive, and collaborative design schools in the nation. Bringing together five core design disciplines—Architecture, Industrial Design, Interior Design, Landscape Architecture, and Graphic Design—along with transdisciplinary areas of study and practice, The Design School offers a distinctive model for design education. Guided by principles of life-centered design, our teaching, research, and community engagement foster innovation through the integration of various perspectives, design expertise, emerging technologies, and partnerships with communities and industry. The Design School advances ASU's charter through inclusive excellence, broad access to educational opportunity, and meaningful community impact.

Responsibilities

• Event & Experience Planning
  • Plan, coordinate, and execute a portfolio of recruitment events, student engagement activities, exhibitions, lectures, public programs, alumni gatherings, donor events, and community-facing experiences.
  • Collaborate with leadership, faculty, academic programs, Student Success, Community Engagement, Development, Marketing and Storytelling, and School Operations to identify event goals, target audiences, desired outcomes, and resource needs.
  • Develop comprehensive event and experience plans, including timelines, staffing, budgets, logistics, registration, space utilization, technology needs, and event procedures.
  • Design engaging and welcoming event experiences that support student success, community engagement, alumni relations, philanthropy, and public visibility.
• Stakeholder Engagement & Coordination
  • Build and maintain collaborative relationships with faculty, staff, students, alumni, community partners, donors, vendors, speakers, and university partners.
  • Serve as the primary point of contact for event planning and coordination, ensuring effective communication among all stakeholders.
  • Coordinate event-related activities in partnership with Marketing and Storytelling, Student Success, Development, Business Operations, Facilities, and other university units.
  • Serve as the primary liaison with speakers, presenters, vendors, and IT partners regarding event logistics, technology, and audiovisual needs.
• Event Operations & Delivery
  • Manage all aspects of event execution, including scheduling, registration, contracts, vendor coordination, staffing, setup, breakdown, and on-site event support.
  • Coordinate and supervise student workers in events and facilities who support events and public programs.
  • Ensure events are delivered professionally, efficiently, and in alignment with university policies and operational requirements.
  • Work closely with school leadership, including the Director and Associate Director of School Operations, to plan and execute signature school events and strategic engagement initiatives.
• Assessment, Budget & Continuous Improvement
  • Monitor event budgets and resources to ensure effective stewardship and appropriate financial controls.
  • Review costs, reconcile expenditures, and coordinate final billing processes with the Business Operations team.
  • Develop and maintain event planning systems, tracking tools, and documentation to support efficient operations and knowledge sharing.
  • Conduct post-event assessment and evaluation to identify opportunities for improvement, measure engagement outcomes, and strengthen future programming.
  • Develop performance indicators and reports related to participation, engagement, operational effectiveness, and event outcomes.
  • Continuously identify opportunities to improve event operations, participant experience, and organizational effectiveness.

Requirements

• Bachelor's degree and five (5) years of experience appropriate to the area of assignment/field; OR, any equivalent combination of experience and/or training from which comparable knowledge, skills, and abilities have been achieved.

Qualifications

• Experience planning and coordinating events, exhibitions, public programs, conferences, or community engagement activities involving multiple stakeholders and audiences.
• Experience using event-related, productivity and/or productivity software/tools including Google Workspace, Microsoft Office 365, Adobe Creative Cloud, Canva, Zoom, Teams, Salesforce Marketing Cloud, event registration software (STOVA), scheduling and room booking software (Astra), and general knowledge of technology.
• Demonstrated project management skills, including the ability to manage multiple priorities, timelines, budgets, and logistical details simultaneously.
• Experience designing and delivering welcoming, engaging, and inclusive experiences for various audiences.
• Knowledge of event operations, budgeting, vendor coordination, contract management, and associated administrative processes.
• Experience developing collaborative relationships with faculty, students, staff, alumni, community partners, vendors, and external stakeholders.
• Demonstrated ability to anticipate challenges, solve problems proactively, and adapt to changing priorities in a fast-paced environment.
• Strong written, verbal, and interpersonal communication skills, including the ability to work effectively in complex settings.
• Experience collecting, organizing, and utilizing event data, assessments, or performance metrics to inform planning and continuous improvement.
• Demonstrated organizational skills, attention to detail, sound judgment, and a commitment to excellent customer service.

Working Environment

• Activities are primarily performed in an environmentally controlled office setting subject to extended periods of remaining in a stationary position, keyboarding and manipulating a computer mouse.
• Managed events may take place indoors or outdoors in cooled and uncooled spaces.
• Frequently required to remain in a stationary position and move throughout shift.
• Frequent bending, reaching, lifting, pushing and pulling up to 50 pounds.
• Ability to rapidly learn, adapt, and effectively utilize new technology, practices, policies, and methods.
• Required to work a flexible work schedule, including occasional evening and weekend events.

Pay

$51,500 - $60,000 annually

Department Statement

The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.