Events and Operations Coordinator

Worcester Polytechnic Institute (WPI) is a private research university located in Worcester, Massachusetts, known for its robust emphasis on science, engineering, and technology education. WPI is committed to fostering an inclusive and collaborative environment that encourages creativity, innovation, and problem-solving. The university serves a diverse student body and supports a rich campus life with a variety of student organizations and events. The Event and Conference Services department plays a pivotal role in facilitating these activities, ensuring that events are well-organized, compliant with university policies, and effectively supported by the necessary resources.

The position of Events and Operations Coordinator at WPI is a full-time role reporting to the Director of University Events and the Chief Commencement Officer. This role is essential to the successful planning and execution of student organization events, as well as the general operations within the Conference and Event Services Office. The hourly pay range for this position is $21.25 to $24.56 based on experience. The coordinator will act as the liaison between student groups and various service departments across campus to facilitate all aspects of event management, from initial planning and scheduling to post-event evaluations.

Key responsibilities involve managing student event requests through efficient processing and providing expert guidance on WPI’s event policies. The coordinator will handle scheduling using the university’s event management software 25Live, liaising with departments such as Facilities, Campus Police, Catering, Athletic teams, and Residential Services to allocate resources, plan logistics, and procure necessary permits. This role includes project management duties to ensure that events run smoothly and align with client expectations. The coordinator will also produce critical event materials such as diagrams, cost estimates, and post-event analyses to continually improve event execution and user satisfaction.

Office operations and administrative support comprise a significant part of this position. The coordinator is responsible for managing correspondence directed to the event services email, purchasing office supplies, and assisting with parking and city permits required for certain events. The role also involves onboarding and supporting student workers, updating office policies and procedures, and maintaining the office website using Drupal. Communication and training on the event management system are vital tasks to enable efficient scheduling across campus.

Supporting the Director and commencement activities is a smaller yet important portion of the role. The coordinator will serve as a backup in committee meetings, assist in data gathering and presentation preparation, and actively participate in commencement planning and exercises.

This role requires a professional who is organized, detail-oriented, and skilled in multitasking. Physical activity may be occasionally required during on-site event support, including standing, walking, and lifting up to 50 pounds. The role is primarily campus-based, with minimal travel required. WPI emphasizes equity, diversity, and inclusion and strongly encourages applicants from all backgrounds to apply, aiming to cultivate a campus culture that upholds those values.