Events Coordinator

Adventure Science Center is a renowned nonprofit institution dedicated to inspiring and educating visitors through interactive science exhibits and programs. Located in Nashville, Tennessee, it serves as a vibrant hub for science learning and community engagement. The center's mission is to open every mind to the wonders of science and technology, fostering a deeper understanding of ourselves and the world around us through innovative educational experiences. Boasting a variety of permanent and traveling exhibits, the facility also hosts numerous events and activities aimed at engaging visitors of all ages and backgrounds in hands-on learning opportunities. Adventure Science Center has established itself as a leading destination for families, school groups, and science enthusiasts seeking to explore the mysteries of science in an interactive and dynamic environment.

The role of Events Coordinator is a part-time, non-exempt position offering a pay rate of $25.00 per hour. This position plays a vital role in the planning and execution of both internal and external events held at the Adventure Science Center. The Events Coordinator is responsible for organizing ticketed events such as fundraisers, partnerships, and community gatherings, alongside managing private rentals for outside clients. Key responsibilities include coordinating with multiple departments and external collaborators to create engaging event programs, managing logistical details, and ensuring all activities are carried out smoothly and within budget.

In particular, the Events Coordinator works collaboratively with inter-departmental teams to brainstorm and implement innovative event themes and activities, aligning them with the center’s educational goals and mission. Events under their stewardship include popular fundraisers like Way Late Play Dates, Science of Beer & Spirits, and Red, White, and Boom, as well as ad hoc donor events. The role also entails sourcing event materials, procuring necessary supplies, and managing permits to comply with regulatory requirements. On the day of the event, the coordinator oversees set-up, execution, and breakdown, liaising with various departments such as Facilities, Exhibits, Guest Services, and Engagement to ensure a seamless guest experience.

For private rentals, the Events Coordinator serves as the primary liaison post-sale, coordinating scheduling, and managing event details through software tools such as Tripleseat and Blackbaud/Altru. This responsibility includes facilitating walk-throughs and rehearsals, leading event setup, managing vendors, handling payment collection when required, and preparing event closing reports. The coordinator is also expected to maintain clear communication with clients, providing excellent customer service and upholding the professionalism and standards of Adventure Science Center.

The position demands strong organizational skills, the ability to handle multiple priorities, and a professional demeanor. It requires excellent verbal and written communication skills to effectively interact with diverse stakeholders, including donors, community leaders, vendors, and event attendees. The Events Coordinator must be a team player with positive attitude, capable of working independently and exercising sound judgment. Flexibility to work varied hours, including nights, weekends, and holidays, is essential. Overall, this role offers a unique opportunity to contribute to the success of a mission-driven organization dedicated to science education and community enrichment while managing diverse and exciting events.