Event Coordinator

JOB TITLE: Event Coordinator DEPARTMENT: Event Services REPORTS TO: Manager of Event Operations and Logistics JOB STATUS: Full Time LOCATION: River Forest Main Campus PRIMARY PURPOSE/ POSITION SUMMARY: The Event Coordinator provides on-site operational and logistical support for Dominican University events and meetings, serving as a key point of coordination for internal and external clients, vendors, catering, Facilities and Maintenance, and other campus partners.

The position helps ensure events are properly prepared, safely executed, and professionally supported from setup through completion. The Event Coordinator supports the Event Services mission by translating approved event plans into successful day-of-event operations, managing event technology, supervising event activity and student staff when assigned, and completing required post-event reporting.

This position works closely with external vendors, catering, Facilities and Maintenance, Campus Safety, technology/AV partners, and event clients. The role will support both internal University events and external events. This position requires irregular hours, including evenings, nights, and weekends, based on scheduled events and institutional needs.

EXPECTATIONS FOR ALL DOMINICAN EMPLOYEES: To support the University's mission of preparing students to pursue truth, to give compassionate service, and to participate in the creation of a more just and humane world. JOB COMPONENTS/PRINCIPAL DUTIES AND RESPONSIBILITIES: Vendor & Support Services Coordination: Coordinate with external vendors, catering, and campus service partners to support approved internal and external events.

Verify and communicate operational requirements, including certificates of insurance (COI), parking, loading/unloading, access, and related event needs. Day-of-Event Facilities & Logistics: Prepare event spaces and place event signage; coordinate with catering, maintenance, Facilities, and other campus partners to ensure room setups, equipment, service areas, and related logistical needs are correct, safe, functional, and ready for guests.

Event Technology & Hybrid Event Support: Set up, operate, and strike in-room event technology and audiovisual equipment as appropriate to the event. Provide operational support for Zoom meetings, webinars, and other hybrid-event technology when needed. Event Supervision & On-Site Coordination: Supervise the operational execution of assigned events, including installation, event activities, and removal/strike as needed.

Monitor event conditions and coordinate timely responses to operational issues during the event. Student Staff Supervision: Provide direction and on-site supervision to student event staff when deployed, including assigning tasks, monitoring performance, and ensuring staff follow event procedures and service expectations.

Event Reporting & Reconciliation: Complete post-event reports and provide required event information, including recording links, audience counts, registration wrap-up, and reconciliation information as applicable. Client & Campus Partner Communication: Maintain clear and timely communication with event clients and campus partners regarding day-of-event needs, changes, operational issues, and completion of assigned event responsibilities.

Perform other duties as requested, delegated, or assigned.

QUALIFICATIONS

All qualifications are required unless otherwise indicated. Bachelor’s degree and relevant experience in event coordination, hospitality, facilities operations, audiovisual support, or related field. Demonstrated ability to coordinate multiple operational tasks and priorities in a fast-paced event environment. Must have the ability to work a flexible schedule, including evenings and weekends, based on event schedules.

Ability to safely perform the physical requirements associated with event setup, operation, and strike, including moving event materials and equipment as appropriate. Must be committed to fostering an equitable and inclusive working and learning environment. PREFERRED COMPETENCIES: Knowledge, Skills and Abilities: Previous experience coordinating events in a higher education, conference, performing arts, hospitality, or comparable environment.

Experience working with catering, facilities, maintenance, vendors, and other service providers in support of events. Working knowledge of Zoom, webinar platforms, presentation technology, and basic audiovisual equipment. Ability to troubleshoot event technology and identify when escalation or additional support is required.

Strong organizational, interpersonal, and customer service skills. Ability to prioritize tasks, adapt to changing event conditions, and meet time-sensitive deadlines. Experience supervising or directing student employees or temporary event staff. Familiarity with event registration, attendance tracking, post-event reporting.

BENEFITS

Comprehensive health, dental, and vision insurance Retirement plan with employer matching contributions Professional development opportunities Tuition remission for employees and their dependents Flexible spending accounts (FSA) Generous paid time off (PTO) Physical Demands: Ability to spend long durations of the workday sitting at a desk and working on a computer Ability to lift up to 15 pounds at times Note: accommodation will be made for applicants who cannot meet these physical demands Salary and FLSA Status Salary: $45,000 - $48,000 FLSA Status: (exempt/salaried, non-exempt/hourly; PT20, PT30, FT) Employment at Dominican University is contingent upon the successful completion of a background investigation.

About Dominican University Dominican University is a Catholic, comprehensive teaching university located in River Forest, a suburb of Chicago, with an additional campus in the Pilsen neighborhood of Chicago. Accredited by the Higher Learning Commission, Dominican University offers associate, baccalaureate, master’s, and doctoral degrees.

It is highly regarded for its academic rigor, thoughtful accompaniment of students, intentional affordability, and values-based, relationship-centered learning environment. Dominican currently enrolls over 3,800 students, including 2,690 undergraduates and 1,114 graduate students. Sixty-eight percent (68%) of undergraduate students identify as Latinx, 5% as Black or African American, and 3% as Asian.

Under-represented minority students comprise 77% of the undergraduate enrollment and 38% of the graduate enrollment. Over 90 percent of undergraduates receive some form of financial aid. Nearly half of all undergraduates are first-generation college students; over half are federal Pell Grant recipients, illustrating their families’ level of income; and 58% are eligible for low-income MAP grants from the State of Illinois.

Recognized since 2011 as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education, Dominican is committed to expanding and enhancing educational opportunities for Latinx students and all students from historically underrepresented groups. For more information, visit www.dom.edu. Expectations for all Dominican Employees To support the University's mission of preparing students to pursue truth, give compassionate service, and participate in the creation of a more just and humane world, engage in university service work that promotes collaboration and community building.

This includes participating in organizational initiatives, supporting campus events, contributing to community outreach, and fostering a supportive environment through involvement in various staff-driven activities and groups. Institutional Statement Dominican University is committed to fostering a supportive academic community that provides access and opportunity for all our students.

Equal Employment Opportunity Statement Dominican University is an equal opportunity employer and complies with all federal and state employment regulations. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, or any other characteristic protected by law.

If you need accommodations due to a disability, you may contact us at [email protected] for assistance.