Utah State University

Event Coordinator

City Logan Campus
Posted Date 1 month ago(4/21/2023 3:52 PM)
Requisition ID
# of Openings
Job Locations
Category (Portal Searching)
Program Management & Support
Position Type
Benefited Full-Time
Job Classification
Percent of Time or Hours per Week
40 Hours per week
Finance & Administrative Service
Event Services
Advertised Salary
Commensurate with experience plus excellent benefits
Telework Eligible


Event Services is a growing department whose function is to assure the events hosted by and clients coming to Utah State University exceeds expectations.


The posted position of Event Coordinator (Program Coordinator II) will primarily be responsible for coordinating various conferences served by Event Services. Coordinating conferences may include logistical arrangements, record keeping, interface with university and academic departments as well as community leaders and local businesses, and management of administrative details. The selected candidate will demonstrate conference management skills, excellent customer service techniques, ability to work some nights and weekends, ability to travel for off campus conferences, will exhibit great attention to detail, and will represent Event Services and USU with a positive public image.


  • Conference Coordination
    Utah State University's Event Services department provides conference services for on campus departments and third-party clients. The Event Coordinator assists clients with some of or the full processes of event coordination and management. Services include, but are not limited to:
    • Registration and System Coordination/ Management
    • Logistical Coordination/ Management
    • Abstract Coordination/ Management
    • Exhibitor and Sponsor Coordination/ Management
    • Speaker Coordination/ Management
    • Contract and Negotiation with third-party providers
  • Supervise Part-time Staff
    The Event Coordinator will supervise part-time employees assigned to assist them in event coordination. Responsibilities include:
    • Post position openings, interview, and hire qualified candidates.
    • Train assigned staff on department and event processes.
    • Oversee and approve schedules and requests for time off.
    • Effectively delegate tasks and assignments.
    • Conduct performance reviews.
  • Manage the Records of Conferences
    The Event Coordinator will manage the communications, financials, and data associated with the coordination and management of conference services provided to the client. Records include:
    • Communication- emails
    • Financials- prepare and analyze budgets, track revenue and expenses
    • BOX files- contracts, financials, notes, and historical data
  • Other Duties as Assigned
    The Event Coordinator will be expected to perform duties that are reasonably related to the posted position as assigned by the Senior Event Coordinator and/or Assistant Director of Events and Catering.


Minimum Qualifications:

  • Bachelor's degree plus two years related work experience or an equivalent combination of education plus experience.
  • Ability to work Monday through Friday 8:00 am- 5:00 pm, with the flexibility to work a varied schedule when necessary.
  • Ability to work some nights and weekends.
  • Ability to travel for off campus conferences.

Preferred Qualifications:

  • Five years of relevant work experience.
  • Knowledge and or experience with the Summer Citizens program or similar programs.
  • Knowledge and or experience with Cvent Registration software system.

Knowledge, Skills, and Abilities:

  • Knowledge of record keeping, budgeting, fiscal control, and reporting.
  • Knowledge of resource gathering, development, and organizing.
  • Skilled in the use of personal computers and related software applications.
  • Skilled in time management.
  • Skilled in supervision of staff.
  • Ability to make administrative and procedural decisions and judgments.
  • Ability to coordinate and organize meetings and or special events.
  • Ability to interact with students, faculty and/or staff in a team environment.
  • Ability to exercise a high level of creativity, decision making, problem solving, and discretion as work is varied and may be undefined.
  • Ability to communicate with co-workers and clients clearly and professionally through meetings (both in person and virtual), emails, text messages, and phone calls.

Required Documents

Along with the online application, please attach:

  1. Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
  2. Contact information for professional reference
  3. Cover letter to be typed/pasted at the end of your application

**Document size may not exceed 10 MB.**

Advertised Salary

Commensurate with experience plus excellent benefits


Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions.

University Highlights

Utah State University (USU) was founded in 1888 and is Utah’s land-grant and space-grant university. USU is one of only 146 research institutions in the U.S. classified as R1 “very high research activity” by the Carnegie Classification of Institutions of Higher Education. As one of the two premier research institutions in Utah, USU provides a high-quality education at an affordable price. With its main campus in Logan, the university serves approximately 27,500 students, including 24,255 undergraduates and 3,171 graduate students. USU Online has served students from all 50 states and 55 countries for 25 years.


USU’s statewide system features three residential campuses, 30 total campus locations, and 23 Extension education centers. The university employs 903 full-time faculty members, 124 executive administrators, and 1,649 full-time support staff. USU offers 115 undergraduate majors, as well as 91 master’s and 42 doctoral degrees. Learn more about USU.


A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.


The USU main campus is located in beautiful Logan, Utah, a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.


USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.


USU endeavors to provide reasonable accommodations to ensure equal access in all aspects of employment to qualified persons with disabilities. To request a reasonable accommodation for a disability, please contact the university’s ADA Coordinator in the Human Resource office at 435-797-0122 or submit a request at hr@usu.edu.


USU Land Acknowledgment

Please visit our website to learn about Utah State’s land acknowledgment of the eight tribes of Utah.


Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:


Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Matthew Pinner, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, Ut 84322

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

U.S. Department of Education, Denver Regional Office, 303-844-5695, OCR.Denver@ed.gov


*updated 11/2022


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