Events and Operations Coordinator

JOB TITLE

LOCATION

DEPARTMENT NAME

DIVISION NAME

JOB DESCRIPTION SUMMARY

JOB DESCRIPTION

Event Coordination & Student Support (50%)

• Manage day-to-day student event requests ensuring they are processed efficiently and equitably.
• Provide guidance on WPI event policies and procedures.
• Process event correspondence via email meetings and phone.
• Manage incoming 25Live reservation requests.
• Process work orders for power banners and equipment/supply transportation.
• Gather post-event analysis budget recaps and participant feedback; incorporate findings into future planning.
• Serve as project manager for all events collaborating with Facilities Campus Police Catering ATC Athletics Residential Services and other departments.
• Create event diagrams and assign resources for each event.
• Coordinate card access parking passes wireless passes and IT support for events.
• Communicate cost estimates to all clients.
• Serve as on-site support to ensure event planning and execution meets client expectations.

Office Operations & Administration (40%)

• Triage incoming correspondence to the alias.
• Manage office purchasing.
• Assist with securing City of Worcester permits (Institute Park and Temporary Occupancy).
• Coordinate voluntary parking permits with Campus Police.
• Onboard and assist with student workers.
• Assist in the creation and implementation of office policies and procedures.
• Communicate updates changes and trainings for 25Live to the campus community.
• Develop and recommend new efficiency standards to enhance event scheduling productivity.
• Assist with editing and updating the office website using Drupal.

Director Support & Commencement (10%)

• Act as backup on committees and meetings as needed.
• Assist with data gathering and presentation preparations.
• Play an active role in Commencement planning and exercises.
• Perform all other duties as assigned by the Director.

Requirements

Education:

• Required: High school diploma or GED.

Experience:

• Minimum 2 years of experience in an office setting and/or event planning.

Knowledge Skills and Abilities

• Analytical and critical thinking skills.
• Strong written and oral communication skills.
• Project and program management ability.
• Proficiency in Microsoft Office (Excel Outlook PowerPoint Word) and Google Suite.
• Experience with databases computer networks and systems.
• Experience with 25Live or equivalent event management software preferred.

Additional Information

Travel: Rarely (13 times per year). On-site event support may involve occasional physical demands including standing walking and lifting up to 50 pounds.

The hourly rate for this position is between $21.25 and $24.56 per hour depending on experience for a full time schedule of 37.5 hours per week.

FLSA STATUS

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race color age religion sex sexual orientation gender identity national origin veteran statusor disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity collaboration inclusion problem solving innovation high performance and change is committed to maintaining a campus environment free of harassment and discrimination.