Events Coordinator

Title: Events Coordinator

Institution:Volunteer State Community College

Job Summary:

The Events Coordinator plays a vital role in creating meaningful well-executed experiences that support Volunteer State Community Colleges mission and community engagement. This position is responsible for coordinating all internal college events and supporting external event requests ensuring seamless collaboration across divisions consistent branding and exceptional execution.
This role serves as the central point of coordination for event logistics including facilities space allocation audio-visual needs scheduling equipment and internal promotion while also building strong relationships with campus partners and external stakeholders. The ideal candidate is highly organized detail-oriented and thrives in a collaborative people-centered environment.

Job Duties:

Supervise staff assigns projects monitors and evaluates performance and provides training. Event planning and coordination. Coordinate and manage all internal college events including meetings convocations campus celebrations forums trainings and special initiatives. Serve as a primary point of contact for external event requests working collaboratively with campus partners to ensure alignment with institutional priorities and policies. Coordinate logistics including space reservations facilities setup audio-visual support equipment needs catering coordination (when applicable) and event timelines. Ensure events are executed professionally efficiently and in alignment with Volunteer State branding and standards. Scheduling and space management. Works in conjunction with the administrator for Ad Astra the Colleges scheduling and space management system. Manage space allocation requests ensuring efficient and strategic use of campus facilities. Collaborate with departments and divisions to balance instructional operational and event-related space needs. Equipment and materials management. Maintain inventory and oversight of event-related equipment and materials including but not limited to banners tablecloths signage display materials and branded assets. Coordinate setup breakdown storage and upkeep of event materials to ensure readiness and professional presentation. Identify needs for replacement or enhancement of event materials and make recommendations accordingly. Marketing and communication. Work closely with the Marketing team to ensure events are marketed effectively to faculty staff and students. Coordinate timelines and details to support promotional efforts across internal communication channels. Ensure event details are accurate timely and clearly communicated to all stakeholders. Collaboration and relationship management. Build strong working relationships across all divisions and campuses. Serve as a trusted partner to departments planning events offering guidance structure and solutions. Collaborate with Facilities IT/AV Campus Police and other support units to ensure smooth execution. Other duties as assigned.

Minimum Qualifications:

Bachelors degree and one year of experience in event coordination scheduling facilities coordination or a related role OR Associates degree and three years of experience in event coordination scheduling facilities coordination or a related role.

Preferred Qualifications:

Bachelors degree in Marketing Communications Event Management Hospitality or a related field.
Experience in higher education or a large multi-unit organization.
Familiarity with space management or scheduling software (Ad Astra or similar).
Experience coordinating both internal and external events.

Knowledge Skills and Abilities:

Strong organizational and project management skills with exceptional attention to detail.
Demonstrated ability to manage multiple events and priorities simultaneously.
Excellent interpersonal and communication skills; ability to build rapport and work collaboratively across varied teams.
Comfort working with scheduling systems databases and event management tools.
Ability to anticipate needs solve problems and adapt in fast-paced environments.
Strong customer-service mindset with a calm professional presence.
Commitment to Volunteer State Community Colleges mission with a student and community centered approach.
Ability to work in a collaborative cross-functional environment.

Pay Rate: $43888 - $53873 annual salary depending on experience

Volunteer State offers a comprehensive benefits package including but not limited to the following:

• Insurance: Health Dental Vision Life Disability (long and short term) FSA/HSA
• Wellness Incentive Program (if enrolled in Health)
• Educational Assistance: Fee Waiver Spouse/Dependent Discounts Tuition Reimbursement
• Employee Assistance Program
• Longevity Pay
• Retirement Options: State of TN Pension (TCRS) 401a 401K with up to $50/month match 403b and 457
• 14 Paid Holidays/Year
• Annual Leave (if applicable)
• Sick Leave
• Sick Leave Bank
• State Employee Discount Program with over 900 merchants

Special Instructions to Applicants:

Unofficial transcripts are acceptable for the application process. Official transcripts will be required upon hire.

Applicants may be subject to a background check.