Event Coordinator -LTRC

Baton Rouge, LA, USA|Travel, Onsite

Job Overview

Employment Type

Hourly

Work Schedule

Standard Hours

Benefits

Health Insurance

Life insurance

Dental Insurance

Vision Insurance

Retirement plan options

Paid holidays

Paid Time Off

wellness programs

tuition exemption

Training and development opportunities

Job Description

Louisiana State University Agricultural Center (LSUAM), specifically within the LSUAM Engineering - Louisiana Transportation Research Center (LTRC), is a leading research and educational institution dedicated to advancing transportation technology and workforce development. LSUAM Engineering supports various projects related to infrastructure, engineering, and external training programs aimed at improving transportation systems statewide. The LTRC's Training and Technology Transfer division provides specialized training and technical assistance to professionals and agencies engaged in transportation-related work. This department plays a critical role in facilitating knowledge sharing, event coordination, and capacity building for stakeholders throughout Louisiana and beyond.

The Event Coordinator role at LSUAM Engineering with the LTRC focuses on comprehensive event management involving multiple concurrent conferences and meetings. This professional position is classified as Professional / Unclassified with an hourly pay grade and full-time employment status. The coordinator acts as the main liaison and central point of coordination to oversee all aspects of event planning, from initial conceptualization to execution and post-event activities. Responsibilities include managing vendor relationships, contract negotiations, budget oversight, and on-site event coordination to ensure seamless delivery of meetings, workshops, conferences, and special events organized by the agency.

The Event Coordinator is instrumental in aligning cross-functional teams, committee chairs, external partners, and government entities to meet event objectives efficiently. This role mandates strict adherence to state policies and operational guidelines, especially when handling contracts and financial management. The coordinator will monitor conference logistics, track deadlines, facilitate communication among event stakeholders, and mitigate risks related to event planning timelines. Moreover, the position involves close management of vendor contracts, including venues, catering, audiovisual equipment, and hotel accommodations needed to support events.

This role demands budget management expertise to compile, monitor, and report event expenditures, ensuring fiscal responsibility and compliance with approved financial plans. The coordinator will assist in payment processing and invoice management related to event services. Additionally, the position requires leadership during on-site event execution, providing directional support to event staff, contractors, and volunteers, maintaining smooth operational flow, troubleshooting issues, and delivering a high-quality experience for attendees.

Candidates interested in this position should be prepared for occasional statewide travel to support events across Louisiana. They must possess a valid driver's license and undergo mandatory pre-employment background checks, drug testing, and physical examinations as per state regulations. While a bachelor’s degree is preferred, significant experience in event planning, contract management, and budget oversight within a governmental or institutional setting is highly valued. Certification in State Governmental Meeting and Planning is a desirable credential.

LSU offers a comprehensive benefits package including health, dental, vision, and life insurance; retirement plans; paid holidays and leave options; wellness programs; tuition exemptions; and professional development opportunities. The Event Coordinator role embodies an essential position within LSU’s mission to provide outstanding training and conference services to transportation professionals and partners, fostering continuous learning and workforce development within the state.

Job Requirements

Valid driver’s license
ability to travel statewide as needed
completion of pre-employment background check
successful drug screening per PS-67
physical examination clearance
relevant experience in event planning and coordination
ability to meet deadlines and manage multiple projects
strong interpersonal and problem-solving skills
willing to work in compliance with state policies and procedures

Job Qualifications

Bachelor’s degree preferred
significant experience in event coordination or management
experience with state governmental meeting and planning preferred
expertise in contract management
knowledge of budget management principles
strong organizational and communication skills
ability to lead teams and manage multiple tasks concurrently
proficiency in vendor negotiation and contract execution
certification in State Governmental Meeting and Planning is desirable

Job Duties

Oversee multiple concurrent conferences and meetings as central coordination point
manage vendor relationships and contract execution for event services
support planning, coordination, and execution of meetings, conferences, workshops, and special events
track deliverables, timelines, and facilitate communication among committee chairs and Conference Manager
assess program requirements and coordinate banquet event orders, room layouts, and logistical plans
manage contract lifecycle including drafting, reviewing, negotiating, and finalizing agreements
oversee hotel contracts and event space arrangements
develop and maintain budget documents, track expenses, process invoices, and ensure fiscal accountability
provide on-site leadership during event execution, coordinating staff, contractors, and volunteers
monitor event flow, address real-time issues, and maintain vendor communication
perform other duties as assigned