JOB TITLE
Events and Operations Coordinator
LOCATION
Worcester
DEPARTMENT NAME
Event and Conference Services
DIVISION NAME
Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY
This position will support WPI student organizations’ events by assisting with planning and execution, meeting with students, and communicating event needs to service teams. In addition, the Events and Operations Coordinator will assist with the day-to-day needs in the Conference & Event Services Office and work within the university’s event management software (25Live), ensuring scheduling can be done efficiently and effectively by the entire campus community. This position reports to the Director of University Events and Chief Commencement Officer.
JOB DESCRIPTION
Event Coordination & Student Support (50%)
- Manage day-to-day student event requests, ensuring they are processed efficiently and equitably.
- Provide guidance on WPI event policies and procedures.
- Process event correspondence via email, meetings, and phone.
- Manage incoming 25Live reservation requests.
- Process work orders for power, banners, and equipment/supply transportation.
- Gather post-event analysis, budget recaps, and participant feedback; incorporate findings into future planning.
- Serve as project manager for all events, collaborating with Facilities, Campus Police, Catering, ATC, Athletics, Residential Services, and other departments.
- Create event diagrams and assign resources for each event.
- Coordinate card access, parking passes, wireless passes, and IT support for events.
- Communicate cost estimates to all clients.
- Serve as on-site support to ensure event planning and execution meets client expectations.
Office Operations & Administration (40%)
- Triage incoming correspondence to the events@wpi.edu alias.
- Manage office purchasing.
- Assist with securing City of Worcester permits (Institute Park and Temporary Occupancy).
- Coordinate voluntary parking permits with Campus Police.
- Onboard and assist with student workers.
- Assist in the creation and implementation of office policies and procedures.
- Communicate updates, changes, and trainings for 25Live to the campus community.
- Develop and recommend new efficiency standards to enhance event scheduling productivity.
- Assist with editing and updating the office website using Drupal.
Director Support & Commencement (10%)
- Act as backup on committees and meetings as needed.
- Assist with data gathering and presentation preparations.
- Play an active role in Commencement planning and exercises.
- Perform all other duties as assigned by the Director.
Requirements
Education:
- Required: High school diploma or GED.
Experience:
- Minimum 2 years of experience in an office setting and/or event planning.
Knowledge, Skills, and Abilities
- Analytical and critical thinking skills.
- Strong written and oral communication skills.
- Project and program management ability.
- Proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word) and Google Suite.
- Experience with databases, computer networks, and systems.
- Experience with 25Live or equivalent event management software preferred.
Additional Information
Travel: Rarely (1–3 times per year). On-site event support may involve occasional physical demands including standing, walking, and lifting up to 50 pounds.
The hourly rate for this position is between $21.25 and $24.56 per hour, depending on experience, for a full time schedule of 37.5 hours per week.
FLSA STATUS
United States of America (Non-Exempt)
WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.