Coordinator of Campus Events

Job description

Location: Schenectady, NY Category: Professional Posted On: Thu Oct 9 2025 Job Description:
SUNY Schenectady seeks a full-time Coordinator of Campus Events to join their team.

Reporting to the Executive Director of Marketing and Public Relations in the Office of the Marketing and Public Relations, the Coordinator of Campus Events is an administrative staff (unrepresented), 12-month position.

The Coordinator is responsible for planning, coordinating, and executing internal and external events held on campus.

This position serves as the liaison between internal departments - such as IT, Facilities, Security, and academic units - and external community organizations to ensure high-quality, mission-aligned events that support the college's educational and community outreach objectives.

A critical function of the role is to generate sufficient revenue through external event rentals to self-fund the position and contribute to broader institutional priorities.

The Coordinator also works with college public relations and marketing staff to promote and market the use of campus facilities for external users, and assists with arrangements for media-centric events such as ribbon cuttings, grand openings, and dedications.

Responsibilities:


+ Serve as the primary liaison between external event clients and internal college departments, including IT, Facilities, Public Safety, Catering, and relevant academic and administrative units, to ensure seamless coordination and execution of campus-wide events.

+ Coordinate logistics for internal and external events, including but not limited to: space reservations, room setup, audio/visual and technical requirements, catering services, custodial support, and security needs.

+ Collaborate with community organizations, nonprofits, and public agencies to plan and execute mission-aligned events that support the college's educational and community outreach goals.

+ Formalize event requests by collecting and reviewing event details, determining feasibility, and aligning logistics with college policies, procedures, and availability.

+ Prepare, negotiate, and execute event contracts, working closely with clients to establish pricing, collect deposits, generate invoices, and process payments in accordance with institutional policies and applicable legal and financial guidelines.

+ Monitor and ensure proper documentation of all event-related transactions, maintaining accurate records for reporting, auditing, and revenue tracking.

+ Promote college facilities as accessible, mission-driven venues for community use, with the goal of generating revenue to support a self-sustaining events coordination program.

+ Manage and regularly update the Campus Events website, ensuring event information, rental policies, request forms, and contact details are current, accurate, and user-friendly.

+ Develop and maintain a centralized calendar of campus events, working collaboratively with departments to prevent conflicts and optimize space utilization.

+ Ensure all events comply with the college's 501(c)(3) nonprofit status, avoiding activities that conflict with institutional policies or compete directly with commercial venues

+ Attend key events as needed (some evening and weekend work may be required), with flexibility in scheduling during lighter weeks.

+ Assists in the development and recommendation of policies related to facility use.

+ Represents the College in the marketing of its facilities and services to internal and the external community.

+ Supports events to facilitate operations.

Trouble shoots, and responds to emergencies, problems, etc., ensures all aspects are implemented and controlled according to plan.

+ Responsible for the preparation of an annual assessment covering the position's responsibilities and corresponding action plan in support of the College's Mission Statement, Vision Statement, and Strategic Plan.

+ Ensure all events adhere to college policies and safety guidelines

+ Evaluate external community events through surveys and feedback to measure success and identify improvements.

+ Perform other job-related duties as assigned.


Job Requirements:
Minimum Qualifications:


+ Associate's degree in business, communications, hospitality, or related field

+ Minimum of 2 years of experience in event planning, facility coordination, or related field

+ Demonstrated experience working with diverse stakeholders and managing multiple concurrent projects

+ Strong organizational, communication, problem-solving, and customer service skills

+ Proficiency with office productivity software (e.g., Microsoft Office, Google Workspace) and scheduling systems

+ Excellent written and verbal communication skills

+ Ability to work evenings and weekends as required by event schedule

+ Ability to lift and move event-related materials up to 25lbs


Special Information:


+ VISA sponsorship is not available for this position

+ Offers of employment will be conditional based on the successful completion of a background check and verification of official college transcripts and certifications.


Additional Information:
Salary: $48,800

Comprehensive Benefits Package:

As a full-time team member, you will have access to a competitive benefits package designed to support your health, financial security, professional growth, and work-life balance:


+ Comprehensive Health Coverage - Medical, dental, and vision plans to ensure the well-being of you and your family.

+ Flexible Retirement Plans - Options to select the retirement system that best aligns with your goals, plus access to a deferred compensation plan to enhance your long-term savings.

+ Professional Growth & Development - Opportunities for continuous learning and career advancement through a variety of professional development programs.

+ Family-Friendly Support - Access to on-site childcare providers (subject to availability) to help ease the demands of balancing work and family life.

+ Wellness Initiatives - Discounted YMCA memberships and participation in wellness events to promote physical and mental health.

+ Additional Employee Perks - A range of exclusive discounts and benefits designed to enrich both your personal and professional life.

Required Skill Profession

Other General