University Event Coordinator

Job Title: University Event Coordinator

Department: Financial and University Services

Reports To: Assistant Vice President for Financial and University Services/Controller

FLSA Status: Non-exempt

Time Requirements: 37.5 hours weekly

Summary Description: The University Event Coordinator is responsible for the collection, scheduling, and communication of various events happening on campus. Such events could be internal or external. This position will be the centralized unit for all constituencies to schedule an event and/or reserve a venue on campus. This position will also be responsible for updating and maintaining the University calendar of events.

Functional Description: 

  • As an intentionally Christian academic community, Christian employees are hired to advance the mission of Carson-Newman as expressed in our strategic plan Acorns to Oaks: Pursuing God’s Preferred Future.
  • Serves as the main point of contact for all event scheduling and campus facility reservations.
  • Establish and maintain a list of campus facilities and reservable spaces.
  • Establish and maintain a fee structure for each reservable space for external constituents.
  • Works collaboratively to synchronize and coordinate with various constituents to gather information for on-campus events for use on the master campus calendar.
  • Update and maintain the master campus calendar.
  • Collaborate with various departments across campus in scheduling the various needs of each event. This can include but is not limited to food service, housekeeping, table/chairs, technology, etc.)
  • Prioritize events accordingly with established Tier structure.
  • Communicate with supervisor event scheduling conflicts.
  • Communicate and/or coordinate with all appropriate individuals/departments to resolve any scheduling conflicts.
  • Other duties as assigned by the Assistant Vice President for Financial and University/Controller.

Supervisory Responsibilities:  This position has no supervisory responsibilities.  

Education and/or Experience:

  • Minimum of high school diploma required.
  • Bachelor’s degree preferred or 3-5 years office management experience preferred.

Required Skills:   

  • Must be proficient in Microsoft Office products.
  • Must be organized and detail oriented.
  • Must maintain strict confidentiality.
  • Demonstrates grammatically correct and concise oral and written communication.

Physical Demands:  In order for a person to be able to successfully perform this job, they must be able to sit, stand and bend to handle routine duties in an office area.  They must be able to use a computer screen that is sight based.  They must be able to speak to employees or others in person, by phone or in group meetings.  They must be able to lift boxes or files weighing up to 25 pounds. This person should be able to move about campus or where needed either by walking or driving.

General Information: This description is designed to describe the general nature of the job and is not intended to be an exhaustive list of all responsibilities, skills and duties. It is the responsibility of the supervisor for this position to formally outline in writing any performance expectations including specific duties for which the employee assigned to this position will be held accountable in terms of performance evaluation.

Employee Expectations:  The University expects all employees to conduct themselves in a manner that is appropriate for a Christian institution and to be worthy examples in moral conduct and behavior for the students of the University and fellow employees.