Events Experience Coordinator

Required Education/Experience: Bachelors degree AND:

• 12 months experience in event planning and coordination outreach or public relations

Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelors degree for a total of 60 months experience.

Knowledge Skills & Abilities:

• Strong organizational and time-management skills with the ability to manage multiple projects and deadlines.
• Detail-oriented with high accuracy in data records and communications.
• Excellent customer service and participant-support skills across in-person and virtual environments.
• Proficiency in Microsoft Office (Word Outlook Excel PowerPoint).
• Comfort using virtual event platforms (e.g. Zoom Teams) learning management systems and internal databases.
• Strong verbal and written communication skills.
• Ability to anticipate participant needs and support high-quality professional development experiences across all event formats.

Certifications or Licenses:

• Valid Oklahoma Drivers License or ability to obtain one within 30 days of hire date.

Working Conditions:

Physical:

• Ability to engage in repetitive motions. Ability to communicate verbally to express oneself and exchange detailed information. Ability to lift up to 50 lbs.

Environmental:

• Frequent exposure to deadlines and high-activity periods. Regular interaction with other departments. Regular weekend work non-traditional hours and extended screen time may be required based on event delivery format.

Special Instructions: If you are selected as a final candidate for this position you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing view the policy visit You Belong at the University of Oklahoma: The University of Oklahoma values our communitys unique talents perspectives and experiences. At OU we aspire to harness our innovation creativity and collaboration for the advancement of people everywhere. You Belong Here!

Equal Employment Opportunity Statement: The University in compliance with all applicable federal and state laws and regulations does not discriminate on the basis of race color national origin sex sexual orientation marital status genetic information gender identity/expression (consistent with applicable law) age (40 or older) religion disability political beliefs or status as a veteran in any of its policies practices or procedures. This includes but is not limited to admissions employment housing financial aid and educational services.

The Events Experience Coordinator plays a vital role in delivering a welcoming organized and engaging experience for CECPD participants across in-person hybrid and virtual events. This position blends hospitality communication and operational coordination to ensure that participants feel informed supported and valued throughout their entire event journeyfrom application and onboarding through completion and follow-up. The coordinator serves as a key participant-facing role collaborating with internal teams to execute seamless high-quality learning experiences regardless of event format.

Essential Duties:

1. Event Planning & Logistics:
   • Provide coordination support for scheduling and logistics across in-person hybrid and virtual events.
   • Collaborate with internal teams to maintain timelines calendars and task tracking for all event types.
   • Manage participant onboarding registration confirmations and communications for all event formats utilizing platforms such as Zoom Teams and CECPD tools.
   • Coordinate logistics for physical venues lodging catering and materials distribution as well as virtual event access session links and digital materials.
   • Maintain accurate event records schedules and participant tracking data across delivery formats
2. Event Day Experience Management:
   • Serve as the primary participant-facing point of contact during in-person virtual and hybrid events ensuring a smooth and welcoming experience.
   • Oversee check-in processes attendance tracking and session flow for both physical and virtual environments.
   • Support mentors instructors presenters and participants by responding to questions resolving experience-related issues and escalating concerns as needed.
   • Coordinate and support event setup breakdown technology readiness and room or session transitions in collaboration with the Event Operations Coordinator.
   • Monitor participant engagement during live sessions including virtual interactions (chat polls breakout rooms) and support engagement strategies.
   • Capture or coordinate event documentation including photos screenshots or recordings for reporting and marketing purposes.
3. Curriculum Liaison & Assessment Support:
   • Collaborate with the Curriculum Team to share participant and mentor feedback across all event formats to inform curriculum and delivery improvements.
   • Support assessment and reflection processes by coordinating schedules participant flow materials and digital tools for in-person and virtual sessions.
   • Ensure alignment between event delivery curriculum expectations and assessment timelines.
4. Administrative Financial Coordination & Budget Stewardship:
   • Manage participant-related financial processes including stipend distribution and participant payments in coordination with the Finance Team.
   • Support pre-event administrative tasks such as RFP collection bid worksheets and documentation.
   • Assist with post-event administrative tasks including attendance tracking survey distribution data collection analysis and reporting for all event types.
   • Follow established budget guidelines for event-related expenses including venue catering materials shipping and virtual platform costs.
   • Track expenditures and communicate potential variances or cost-saving opportunities to leadership.
5. Team Collaboration & Communication:
   • Serve as a central communication point for instructors mentors internal teams and participants regarding event schedules expectations and logistics.
   • Train and support event staff facilitators and volunteers as needed for both in-person and virtual delivery.
   • Track tasks timelines and responsibilities using project management tools and checklists.
   • Disseminate event-related communications through email social media and internal platforms in collaboration with Marketing and Communications.
   • Provide operational engagement and participant-experience feedback to leadership for continuous improvement.

Location:

This position is located in Moore Oklahoma.