Job Title: Event Coordinator
Location: Indianapolis - Downtown
Job Type: Full-time
Classification: E-1
Salary Range: $45,000 - $55,000 (Based on experience)
Reports To: Senior Director of Events
Who We Are:
We are a diverse open-access college that fuels Indiana’s economy through excellence in teaching and proactive engagement with industry and community partners, embedded in a culture of innovation that empowers all students to learn and succeed. We are “higher education at the speed of life!”
Our Values:
• Empathy: We stand with our students, partners, and communities.
• Integrity: We treat all with dignity and respect.
• Accountability: We deliver on our commitments.
• Agility: We innovate, iterate, and transform.
• Connectivity: We connect with partners to strengthen communities and
ensure student success for all.
About the Role:
The Event Coordinator acts as a strategic liaison between Ivy Tech Community College–Central Indiana and event stakeholders. This role ensures the successful execution of internal and external events through robust coordination, logistical execution, and exceptional stakeholder engagement. The Event Coordinator will work cross-functionally to manage end-to-end event services while fostering inclusive practices and service excellence.
Required Skills & Competencies:
Core Competencies:
- Event Logistics Management – Skilled in event planning software, spatial organization, and A/V coordination.
- Client Relations – Strong interpersonal and consultative skills to build trusted relationships with stakeholders.
- Organizational Agility – Capable of managing multiple priorities and adapting to dynamic environments.
- Technical Proficiency – Adept with Microsoft Office Suite, Teams, reservation software, and standard A/V systems.
- Service Excellence – Delivers hospitality-level support in all interactions, upholding Ivy Tech’s values of accessibility and responsiveness.
- Professional Communication – Demonstrates clear, tactful, and timely communication across mediums (phone, email, in person).
Required Skills & Qualifications:
- Strong organizational, interpersonal, and customer service capabilities.
- Demonstrated ability to manage high-pressure situations calmly and efficiently.
- Proficiency in scheduling and event coordination tools, including calendar management and space-planning software.
- Ability to maintain confidentiality and exercise sound judgment in sensitive situations.
- Physically able to climb ladders, lift up to 30 pounds repeatedly, and support event setup logistics.
- Availability to work evenings, weekends, and travel locally as needed.
Key Responsibilities:
The following is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.
Event Coordination & Execution
- Facilitate the full event lifecycle—scheduling, planning, and on-site coordination—leveraging institutional systems and processes.
- Conduct client consultations and tours to assess event needs and align with facility capabilities.
- Collaborate with marketing and logistics teams to ensure brand consistency, collateral readiness, and equipment availability.
Operational & Administrative Support
- Maintain accurate records of reservations, space layouts, A/V configurations, and post-event evaluations.
- Serve as on-site primary contact during events, ensuring seamless coordination and issue resolution.
- Assist with physical setup and teardown of events, adhering to safety and accessibility standards.
Stakeholder Engagement
- Provide exceptional customer service through proactive communication and follow-through.
- Engage with diverse client groups in a professional and inclusive manner, supporting a welcoming event environment.
Collaboration & Internal Partnerships
- Coordinate with internal departments including facilities, IT, and security to ensure holistic event support.
- Execute administrative duties and project-based assignments as required to support departmental goals.
Education & Experience:
- Bachelor’s degree in Event Management, Communications, Public Relations, Business, or related field.
- Prior professional or internship experience in event planning, hospitality, or higher education environments.
Must demonstrate ability to promote an environment that reflects the broad backgrounds represented by our students and employees and which every individual feels respected and valued.
Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.
