Events Coordinator
2 weeks ago
Job Type: Full-Time
Job Number: 2025-00567
Department: University Marketing & Communications
Opening Date: 12/03/2025
Position Summary
The Events Coordinator plays a central role in bringing the university's mission to life through meaningful, well-executed campus events. From large-scale celebrations to intimate gatherings, this position helps shape experiences that strengthen community, elevate the university's brand, and support strategic institutional goals.
The coordinator leads the full lifecycle of event planning-managing logistics, coordinating venues, collaborating with vendors, and ensuring thoughtful budget stewardship. Working closely with departments across the university, this role anticipates needs, solves problems with creativity and professionalism, and ensures each event runs smoothly from concept to completion.
By leveraging event management tools such as ASTRA, the Events Coordinator supports efficient facility scheduling and maintains accurate space-usage data that inform campus planning and resource allocation. Strong knowledge of university policies and event guidelines ensures consistency, compliance, and high standards across all activities.
Through strong relationships with internal partners and external vendors, the Events Coordinator serves as a trusted advisor on event strategies and best practices, contributing to memorable experiences that reflect and advance the university's values and reputation.
Essential Functions
- Coordinator of event related logistics, collaborating with departments and providing guidance and oversight to necessary departments throughout the event planning process.
- Collaborate with campus departments to coordinate event resources and details, including arrangements with catering, custodial services, security, and technical support.
- Proactively address potential issues throughout the event planning process.
- Provide exceptional customer service to constituents by confirming event details, including setup, catering requests, additional needs, and staffing requirements.
- Attend events as needed to ensure smooth operations, providing oversight and direction to staff and event personnel as required, including evenings and weekends.
- Maintain comprehensive knowledge of university spaces, their capacities, and capabilities on the main campus.
- Responsible for ensuring consistency in brand exposure within events, including requesting branded event related materials.
- Assist in making short-term and long-term recommendations for enhancing events on campus, with a specific emphasis on brand exposure and aesthetic design of events.
- Supervise employees and arrange/supervise contracted staff as needed to support event operations.
- With direction from the Director of University Events, implement new procedures to help optimize and streamline event planning processes, policies, and procedures.
- Primary administrator and overseer of Astra (the University's room reservation online system), including confirming room request reservations, maintaining current system resources, maintaining contacts and customer groups up to date
- As the primary administrator of the ASTRA system, this position plays a critical role in resource management and will generate and analyze reports from the system, while providing ASTRA technical support and training for university employees
- Analyze data and assess room usage while providing recommendations for optimizations of room scheduling for events
- Manage resource allocation through ASTRA, generating and analyzing reports to optimize room scheduling for events.
- Oversee the creation and distribution of the bi-weekly FPU internal newsletter.
- Work closely with the Director of University Events to maintain data integrity within ASTRA.
- Oversee the university's master calendar, ensuring accuracy and updating information in collaboration with key departments.
- Collaborate with Events Services Supervisor to ensure the successful execution and function of event processes.
- Demonstrate a commitment to serving and inspiring students and colleagues in a context of a Christian University, integrating your Christian faith into your role and responsibilities.
- Embrace the , and values of Fresno Pacific University, affirm the , and support the ideals and practices articulated in ""
- Uphold and advance Fresno Pacific University's commitment to Christ-centered higher education, holistic student development, and serving diverse communities.
- Complete tasks timely with work that is comprehensive, complete, and accurate
- Communicates clearly, listens attentively, and seeks to understand others
- Collaborates productively with colleagues of varying skillset
- Other job duties as assigned
- 4 or more years' related experience
- Experience with budgetary responsibilities and oversight
- Strong relationship building skills and the capability to interact with potential community partners
- Ability to problem solve in a fast-moving environment and plan, organize, and manage multiple tasks consecutively
- Exceptional customer service with the ability to proactively manage conflict amongst constituents
- Proficient in using standard office software, such as Word, PowerPoint, Excel, and Outlook
- Customer service orientation and the ability to communicate effectively and in a warm, professional manner
- Ability to travel as necessary for out-of-town appointments, meetings, and conferences
- Valid California driver's license
- Bachelor's degree
- Strong technical abilities, including familiarity with ASTRA room management software
- Event planning and organizing experience
Environmental Conditions:
- Work is performed in a variety of environments, including indoor office settings, event venues, classrooms, outdoor spaces, and off-campus locations. Exposure to moderate noise, changing weather conditions, crowds, and periods of high activity is common.
- Computer use is required for planning and administrative tasks; however, time at a workstation may vary significantly depending on the event schedule.
- Frequent transitions between tasks and locations, with regular interruptions and shifting priorities during event preparation and execution.
- May be required to travel between campus sites and off-site venues using personal or University vehicles.
- As a public-facing role, professional attire, grooming, and presentation are required, particularly when interacting with university guests, donors, vendors, and event participants.
- This position involves a mix of office-based administrative work and physically active event support. Noise levels vary from quiet office settings to loud event environments.
- While performing the duties of this job, the employee will frequently:
- Move about event spaces to coordinate logistics, assist with setup, and monitor event activity.
- Stand or walk for extended periods during events.
- Operate standard office equipment (computer, printer, copier, etc.) as well as event-related equipment when needed.
- Position self to set up or take down event materials, including bending, reaching, and kneeling.
- The employee must regularly lift and/or move up to 25 pounds and may occasionally lift and/or move up to 50 pounds (e.g., event supplies, tables, signage, equipment), with team assistance when appropriate.
- Frequent verbal communication is required to coordinate with staff, vendors, students, and guests, both in person and via phone or radio. Visual acuity is required for reading documents, signage, and event layouts.
- Reasonable accommodations for individuals with disabilities will be provided in accordance with applicable law.
$45,760 - $53,040 is the starting annual salary for this role and reflects what Fresno Pacific University reasonably expects to pay for this position. Actual compensation may vary based on qualifications, experience, and internal equity. In addition to compensation, Fresno Pacific University offers a competitive benefits
package.
Reserving its rights as a religious institution, Fresno Pacific University is an equal employment opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, sex, age or disability, or other classes protected by applicable law. Committed to excellence and actively supportive of cultural diversity, FPU invites individuals who contribute to such diversity to apply. If you need assistance or an accommodation due to a disability, you should contact FPU's Human Resources Department at hr@fresno.edu. As a religious institution, the University will administer the equal opportunity employment policy consistent with the Fresno Pacific University statement of faith, the FPU Idea and the University's governance by the Pacific District Conference of Mennonite Brethren Churches.
Fresno Pacific University offers a wide range of affordable benefits that includes medical, dental, and vision coverage. As well as, a 403(b) retirement plan, life insurance, and a number of unique unviersity benefits. Please visit and you may review our current Holiday Calendar.
For any benefits questions, please email us at hr@fresno.edu.
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