Event Coordinator

Embry-Riddle: A Global Leader in Aviation and Aerospace

With vibrant campuses in Daytona Beach, FL and Prescott, AZ, plus a Worldwide network across approximately 120 locations, Embry-Riddle stands as the world's largest aviation and aerospace university. For over 95 years, we've been pioneering education in STEM fields, serving over 11,600 residential students and 19,200 globally in the 2023-24 academic year with cutting-edge programs in Applied Science, Aviation, Business, Technology, Engineering, Safety, Security, and Space.

The Opportunity

The Conference and Event Coordinator will play a crucial role within the Daytona Beach (DB) campus by coordinating a diverse array of events, primarily sponsored by external clients. Reporting to the Manager of Campus Events, this position is responsible for providing comprehensive coordination and logistical support in the areas of marketing, recruitment, administration, and related services for groups visiting Embry-Riddle Aeronautical University (ERAU). Additionally, the Coordinator will assist the Manager of Campus Events in executing large-scale campus-wide events, including but not limited to Commencement, Convocation, Presidential Speaker Series, and more.

• Serve as the Primary Contact for External Group Events and Internal Conferences Evaluate proposed campus and non-campus client activities to determine their suitability for the Daytona Beach Campus.

• Ensure all internal conferences and external events comply with campus policies and procedures.

• Negotiate facility usage agreements with campus and external clients, ensuring all necessary support services are arranged.

• Meet with external clients to confirm logistics and coordinate services such as Campus Safety, Creative Services, parking, signage, transportation, IT, catering, and Student Union support.

• Submit event requests through SchedulER and maintain communication regarding upcoming events.

• Develop and maintain reservation and confirmation policies and procedures.

• Act as the primary contact for all information and correspondence related to group events.

• Coordinate with the Budget Office to ensure accurate accounting and tracking of revenue.

• Continuously assess and adjust strategies to align with the evolving needs of the campus community.

Administrative Support

• Assist in overseeing the use and functionality of event management software (SchedulER).

• Submit requisitions for event-related needs and ensure timely processing.

• Maintain organized and accessible documentation for all events and associated processes.

• Coordinate and monitor payment policies and procedures to ensure accurate and timely collection of deposits and fees.

• Participate in weekly logistics meetings and collaborate with the Manager of Campus Events.

• Maintain accurate records and reports to support revenue projections and budget planning.

• Provide day-to-day administrative support to the Manager of Campus Events as needed.

Event Logistical Support

• Assist with planning and executing logistics for major university events, including Commencement, Convocation, Homecoming & Family Weekend, and the Presidential Speaker Series.

• Collaborate with Facilities, Athletics, Student Engagement, Campus Safety, Housing, Student Union, and other departments to ensure coordinated use of campus resources.

• Partner with campus event planners to support effective use of university venues and services.

• Refer planners to the appropriate departments to schedule facilities, food services, and other event logistics.

Required Education and Qualifications:

• Bachelor's degree in a related field or a minimum of five (5) years of experience in event planning and event management.

Required Skills and Attributes:

• Strong knowledge of event planning and coordination, with the ability to manage multiple events simultaneously.

• Proven ability to perform effectively in high-pressure situations and meet tight deadlines.

• Ability to work independently with minimal supervision.

• Access to reliable transportation.

• Flexibility to work evenings and weekends as required.

• Strong written and verbal communication skills.

• Ability to quickly learn and utilize event management software and related systems.

• Commitment to professionalism, organization, and attention to detail.

• Willingness to perform other duties as assigned in support of departmental goals.

Application process/requirements

To submit your application for this opportunity, please visit the Embry-Riddle Career Site and search for requisition numberR310274. Please attach all relevant materials to your application when you apply online. Complete submissions include:

• Cover letter

• Full Resume

• Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process)

Current Embry-Riddle employees: Please apply directly through the ERAU Employee Hub Central application within Workday.

Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty, staff, and students are treated fairly and provided equal opportunities for employment, advancement, compensation, training, and other benefits of employment. Embry-Riddle makes employment decisions - including hiring, promotions, compensation, and other terms of employment - based on individual merit, qualifications, and abilities. Embry Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website.