Event Planning Coordinator

The Event Planning Coordinator position is a vital role within the Student Life department under the Academic and Student Affairs division at the main campus in Ypsilanti. This full-time, professional/technical exempt position, classified as PE 07, is a dedicated role for managing comprehensive event planning operations through the Student Center Event Planning Office. The coordinator is responsible for booking, managing, and coordinating a wide array of events including weddings and receptions, annual campus events, VIP and specialty events, President's House events, conferences, multi-day events, summer camps, and a variety of internal and external client events. This position requires a collaborative approach to working with catering, set-up crews, audio-visual, custodial and other building staff to ensure smooth event execution and uphold high standards of customer service.

This role entails detailed management of event logistics such as reservation handling, menu planning, audio-visual needs assessment, and coordination of event services. The coordinator will act as the crucial link between clients and service departments, delivering excellent customer service and overseeing event implementation including budgeting and billing processes. Office responsibilities include maintaining accurate event files and records, enforcing relevant department and university policies, and representing the Event Planning Office in cross-functional committees to enhance communication and guest satisfaction. The position demands a high level of discretion, independent judgment, and cultural sensitivity to meet the diverse needs of the university community.

The Event Planning Coordinator works within a dynamic and fast-paced environment that requires adaptability and strong organizational skills. Since events often take place during evenings, weekends, and holidays, flexibility in working hours is essential. The role also involves fiscal management, including ensuring deposits and payments are processed, and managing encumbrances for internal and student groups to maintain consistency in billing. Success in this role hinges on excellent interpersonal skills and the ability to resolve client inquiries and complaints effectively, ensuring the continuous improvement of event planning services.

Candidates for this role are expected to bring a combination of education and practical experience, typically a Bachelor’s degree in Hospitality Management or a related field coupled with at least two years of progressive experience in large event, conference, and catering sales in multifaceted settings. Proficiency with event management software such as EMS or Resource 25, and knowledge of Microsoft Office Suite, particularly Word, Excel, and Access, is preferred. Experience in higher education settings, especially in roles involving student engagement and college union services, is an advantage, aligning with the university’s commitment to fostering an inclusive and culturally sensitive environment.

Overall, this full-time position offers a rewarding opportunity to contribute to the vibrant campus life by facilitating memorable and well-executed events that enrich the university community. The role’s professional classification ensures it is aligned with career advancement within the PE (Professional/Technical Exempt) pay grade structure, providing a stable and engaging work environment. The Event Planning Coordinator is integral to the success of the Student Center’s operations and events, making it a prestigious and impactful role within the Academic and Student Affairs division.