Events and Protocol Coordinator

Events and Protocol Coordinator

Wright State University

EEO Statement: Wright State University is an equal opportunity employer.

Faculty Rank or Job Title: Events and Protocol Coordinator

Job Category: Administrative (exempt/non-exempt)

Department: President Administration

EEO number: 26H369

Position FTE: 100%

Minimum Annual or Hourly Rate:

Salary Band: UC HR3

Job Summary/Basic Function
Reporting to the Director of Events and Protocol, the Events and Protocol Coordinator provides planning, administrative, and on-site support for university events, presidential engagements, governance-related activities, and other institutional programs.

The Coordinator works with faculty, staff, students, vendors, and community partners to ensure events are organized, welcoming, and consistent with university policies, procedures, and service standards.

Minimum Qualifications

• Bachelor's degree OR Associate's degree and two years of relevant experience OR high school diploma or equivalent and four years of relevant experience.
• Demonstrated organizational, interpersonal, oral and written communication skills.
• Demonstrated ability to manage multiple priorities, meet deadlines, and maintain attention to detail.
• Demonstrated ability to work collaboratively with internal and external constituents.
• Demonstrated ability to exercise discretion and maintain confidentiality when working with sensitive information.
• Ability and willingness to work evening and weekend hours as required.

Preferred Qualifications

• Bachelor's degree in event management, hospitality management, communications, public relations, business administration, or a related field.
• Experience coordinating events in higher education, government, nonprofit, or another complex organization.
• Experience supporting large-scale ceremonies, executive events, governance meetings, or community programs.
• Experience with event-management, reservation, registration, survey, or project-management systems.
• Experience preparing meeting materials, summaries, or minutes.

Essential Functions and percent of time
40% Event Planning and Coordination

• Plan, coordinate, and support university events, meetings, ceremonies, receptions, and related programs.
• Coordinate event logistics, including reservations, room setup, catering, audiovisual needs, parking, signage, accessibility, and guest services.
• Develop event timelines, checklists, staffing plans, and related materials.
• Organize and attend event planning meetings and provide guidance regarding timelines, responsibilities, and university procedures.
• Collaborate with faculty, staff, students, vendors, and community members to support successful event execution.
  
  

30% Event Management

• Provide on-site coordination for assigned events and serve as a point of contact for participants, vendors, and campus partners.
• Support commencement, presidential events, Board of Trustees activities, and other major institutional events.
• Assist with event sequencing, speaker coordination, reserved seating, recognition practices, and distinguished guest logistics.
• Troubleshoot event-related issues and refer significant concerns to the Director.
• Support established event standards and a positive guest experience.
• Compile event feedback and assist with post-event assessment and process improvements.

20% Administrative and Operational Support

• Create and maintain reservations, schedules, reports, surveys, attendance records, and event documentation.
• Support maintenance of the university events calendar and identify potential scheduling conflicts.
• Assist with event purchasing, invoices, vendor communication, and budget tracking.
• Assist with organizing Board of Trustees materials and, as assigned, provide note-taking, proofreading, formatting, and other administrative support related to meeting minutes.

Essential Functions and percent of time (cont'd)
10% Collaboration and Office Support

• Serve on committees and planning groups as assigned by the Director.
• Provide guidance and support consistent application of established event policies, procedures, and protocols.
• Maintain office, event, promotional, and ceremonial supplies.
• Provide front-desk and general office coverage when operational needs permit.
• Perform other related duties consistent with the position.

Non-Essential Functions and percent of time


Working Conditions
To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources. Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free.  Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University.  This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees. 

Special Instructions to Applicants


First Consideration Date: 08/31/2026

Closing Date:

Open Until Filled:


To apply, please visit: https://apptrkr.com/9801172"">https://jobs.wright.edu/postings/22674







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