Commencement and Events Coordinator

Wichita, KS, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $17.00 - $21.44

Work Schedule

Standard Hours

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

Flexible work schedule

Employee wellness programs

Job Description

Wichita State University, located in the vibrant Wichita metropolitan area, is a prominent public research university dedicated to providing excellence in education, fostering innovation, and serving the community. With a wide array of programs and a dynamic campus culture, WSU is committed to creating an enriching learning and working environment for its students, faculty, and staff. The university embraces diversity, inclusion, and continuous improvement, supporting events that celebrate academic achievements and community engagement.

The Commencement & Events Coordinator position at Wichita State University is a critical role within the university's event management team. This full-time role, based at the WSU Metroplex in Wichita, KS, offers a pay range of $17.00 to $21.44 per hour, commensurate with experience. Working Monday through Friday from 8:00 am to 5:00 pm, with occasional evening and weekend commitments, this position requires a highly organized, detail-oriented professional who can manage complex event logistics and coordinate a variety of campus and community events.

As the Commencement & Events Coordinator, you will be responsible for planning, coordinating, and executing commencement ceremonies, one of the university's most significant events, alongside various meetings, conferences, and special events. Your expertise in project management will be essential in orchestrating event logistics, facilities, services, and on-site operations to ensure seamless and memorable experiences for attendees. Your role involves direct collaboration with academic units, facilities, students, vendors, volunteers, and external partners to facilitate smooth event execution.

The ideal candidate will possess strong communication skills and the ability to juggle multiple timelines and priorities in a fast-paced environment. You will be proficient in developing event plans, detailed production schedules, and managing budgets and contracts. Leading event-day operations, supervising staff and volunteers, and ensuring events align with university branding, inclusivity, and accessibility standards will be a daily part of your responsibilities.

This position also entails coordinating logistics such as space reservations, audiovisual needs, catering, lodging, parking, signage, and ceremonial protocols for VIPs and speakers, reinforcing the university's reputation for high-quality event management. Post-event evaluations and continuous process improvements are crucial to maintaining and elevating the standards of WSU's events. This role demands familiarity with academic traditions and university governance, enhancing your ability to navigate and integrate the varied interests and protocols inherent in higher education settings.

Overall, the Commencement & Events Coordinator at Wichita State University is an exciting opportunity for a motivated event professional to contribute to the success and prestige of the university's major ceremonies and events, engaging with diverse stakeholders and driving excellence in event operations.

Job Requirements

High school diploma or equivalent
One year of experience in office, event coordination or related field
Ability to work occasional evenings and weekends as required for events
Strong organizational and project management skills
Excellent written and verbal communication skills
Ability to manage multiple priorities under tight deadlines
Proficiency with event planning tools, spreadsheets, and basic budget tracking
Excellent customer service and communication skills
Ability to manage multiple events and deadlines simultaneously
Familiarity with academic traditions and university governance structures
Knowledge of accessibility and inclusive best practices

Job Qualifications

High school diploma or equivalent
One year of experience in office, event coordination or related field
Strong organizational and project management skills
Excellent written and verbal communication skills
Ability to manage multiple priorities under tight deadlines
Proficiency with event planning tools, spreadsheets, and basic budget tracking
Excellent customer service and communication skills
Ability to manage multiple events and deadlines simultaneously
Familiarity with academic traditions and university governance structures
Knowledge of accessibility and inclusive best practices

Job Duties

Coordinate logistics for conferences, meetings, and multi-day events
Serve as a primary point of contact for clients, from initial planning through event completion
Develop event plans, run-of-show documents, and detailed production schedules
Manage event budgets, contracts, and vendor relationships
Oversee event-day operations, including staff and volunteer supervision
Ensure events reflect university branding, values, and inclusivity standards
Plan and coordinate all aspects of commencement ceremonies, including logistics, timelines, venues, staging, seating, volunteers, and guest services
Coordinate space reservations, room setups, audiovisual needs, catering, lodging, parking, and signage
Coordinate speaker logistics, VIP protocols, and ceremonial traditions
Serve as a liaison with academic units, facilities, students, vendors, volunteers, and external partners
Conduct post-event evaluations and implement process improvements