Events Coordinator III

The College of Arts & Sciences at the University of Louisville seeks a highly organized, service-oriented, and innovative Research Events Coordinator to support the college's vibrant portfolio of research, scholarly, and community-engaged programming. This position serves as the central coordinator for events hosted by A&S research centers and institutes, helping to bring together faculty, students, visiting scholars, community partners, and the public through impactful conferences, symposia, lectures, workshops, and outreach activities. The successful candidate will thrive in a collaborative environment, manage multiple priorities with ease, work independently, and develop efficient communication and coordination streams that support high-quality event experiences across a diverse range of academic programs.

Responsibilities

• Lead Event Planning and Coordination
• Coordinate logistics for conferences, lectures, workshops, symposia, visiting scholars, and community-engaged events.
• Partner with center and institute directors to develop annual event calendars and planning timelines.
• Manage multiple concurrent events while balancing priorities and available resources.
• Serve as the primary point of contact for faculty, institute leadership, external guests, and community partners.
• Provide on-site event support, including troubleshooting and coordination of hybrid and virtual events.
• Develop Processes and Improve Operations
• Create and maintain event planning procedures, templates, and workflows.
• Establish scalable systems that improve efficiency, consistency, and service across multiple research units.
• Recommend and implement process improvements that enhance event support and program delivery.
• Support Communications and Outreach
• Coordinate event promotions, announcements, invitations, and marketing materials.
• Maintain event-related website content and assist with social media and outreach efforts.
• Help showcase the college's research, scholarship, and community engagement activities.
• Manage Administrative and Financial Activities
• Coordinate event budgets and financial transactions.
• Process honoraria, reimbursements, vendor payments, and other event-related expenditures.
• Monitor spending, track budgets, and prepare reports as needed.
• Coordinate purchasing, facilities, equipment, and other operational support services.

Requirements

• Associate's Degree in a related field and two (2) years of related experience or an equivalent combination of education and experience. Grade 3 (Hourly)Position Description:

Nice to have

• Bachelor's degree in communications, event management, hospitality, business administration, public administration, or a related field, or an equivalent combination of education and experience.
• Three years of progressively responsible experience coordinating events, programs, or administrative operations.
• Demonstrated ability to independently manage multiple projects, establish priorities, improve processes, and coordinate activities across diverse stakeholder groups.
• Experience coordinating events in a higher education environment.
• Experience supporting academic, student, donor, or public-facing events.
• Familiarity with university scheduling, procurement, or financial systems.
• Experience supporting hybrid and virtual events.
• Experience working with faculty, students, alumni, and community partners.