Events and Operations Coordinator

JOB TITLE
Events and Operations Coordinator

LOCATION
Worcester

DEPARTMENT NAME
Event and Conference Services

DIVISION NAME
Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY
This position will support WPI student organizations' events by assisting with planning and execution, meeting with students, and communicating event needs to service teams. In addition, the Events and Operations Coordinator will assist with the day-to-day needs in the Conference & Event Services Office and work within the university's event management software (25Live), ensuring scheduling can be done efficiently and effectively by the entire campus community. This position reports to the Director of University Events and Chief Commencement Officer.

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 events@wpi.edu 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 (1-3 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
United States of America (Non-Exempt)

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 status, or 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 making. It is committed to maintaining a campus environment free of harassment and discrimination.

To apply, visit: https://wpi.wd5.myworkdayjobs.com/en-US/WPI_External_Career_Site/job/Worcester/Events-and-Operations-Coordinator_R0003379

About WPI
WPI is a vibrant, active, and diverse community of extraordinary students, world-renowned faculty, and state of the art research facilities. At WPI, we have competitive and comprehensive benefits, including health insurance, long-term care, retirement, tuition assistance, flexible spending accounts, work-life balance and much more.

Diversity & Inclusion at WPI
WPI is committed to creating an inclusive workplace where everyone feels valued and respected; a place where every student, faculty and staff member can be themselves, so that they can study, live, and work comfortably, to reach their full potential, and make meaningful contributions in order to meet departmental and institutional goals. WPI thrives on innovative practice and welcomes diverse perspectives, insight, and people from diverse lived experiences, to enhance the community environment and propel the institution to the next level in a competitive, global marketplace.





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