Facility and Event Coordinator

TITLE: Facility and Event Coordinator

DEPARTMENT: College of Agriculture, Health, and Natural Resources

REPORTS TO: Dean / Director

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

LOCATION: On-Site Main Campus

EMPLOYMENT STATUS: Full-Time 

EMPLOYMENT CLASSIFICATION: Exempt 

JOB SUMMARY: 

Under the general direction of the Dean, CAHNR / Director of Land Grant Programs, the Facility and Event Coordinator plans, coordinates, and administers facility scheduling and event operations for signature and annual programs hosted by the College of Agriculture, Health, and Natural Resources and the Land Grant Program. The position coordinates logistical planning and operational support for signature and annual meetings, conferences, educational programs, and special events conducted on campus and at off-campus locations.

The Facility and Event Coordinator collaborates with the Media and Communications team and other departments to coordinate event scheduling, facility utilization, audio/visual support, promotional activities, and participation/branding services while ensuring event efficacy and efficiency are in accordance with University policies and procedures. This position requires a regular, reliable, and consistent on-campus presence and is not suitable for remote work except as approved in accordance with University policy.

ESSENTIAL JOB FUNCTIONS:

• Plans, coordinates, and manages logistics for in-person, virtual, and hybrid meetings, conferences, educational programs, and special events.
• Coordinates facility scheduling and maintains event calendars for the Cooperative Extension Building, Atwood, Hunter Hall, and the Aquaculture Research Center
• Serves as the primary point of event coordination between sponsors, departments, vendors, volunteers, and external partners to ensure successful event execution.
• Coordinates audio/visual, technology, and information technology support for meetings and events.
• Maintains accurate records of operational activities (LG/CAHNR facility reservations for events)
• Assists with promotional activities by coordinating with the Media and Communications team to support marketing, communications, and outreach efforts for CAHNR/Land Grant programs.
• Coordinates volunteers and event support as needed for signature and annual programs and events.
• Coordinates with Facilities office to ensure preparation, configuration, and restoration following scheduled events.
• Monitors event operations and resolves logistical issues to ensure successful program delivery.
• Assists with purchasing event-related supplies, coordinating vendors, and maintaining inventory of event equipment and materials.
• Maintains compliance with applicable state/federal/University policies, safety standards, and facility use procedures.
• Maintains a regular, reliable, and consistent on-campus presence to effectively coordinate facilities and events.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: 

• Knowledge of event planning, coordination, and facility management principles.
• Knowledge of audio/visual technology, virtual meeting platforms, and event support systems.
• Strong organizational, planning, and project management skills.
• Ability to coordinate multiple projects and deadlines simultaneously.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain effective working relationships with faculty, staff, students, vendors, volunteers, and community partners.
• Ability to troubleshoot technical and operational issues independently.
• Ability to work collaboratively across multiple departments.
• Strong customer service, interpersonal, and problem-solving skills.
• Ability to work independently while exercising sound judgment.
• Proficiency with Microsoft Office applications and event scheduling software.
• Ability to obtain food safety certification if required for assigned responsibilities.

SUPERVISORY RESPONSIBILITY:

• This position does not have direct supervisory responsibility but may provide functional direction to volunteers, student workers, or temporary event personnel. 

OTHER DUTIES: 

• The position will conduct other duties as required.

QUALIFICATIONS: 

• Associate degree or higher in Agriculture, Agricultural Communications, Communications, Marketing, Hospitality and Event Management, Business Administration, or a related field is preferred.
• Equivalent combinations of education and directly related professional experience supporting meetings, conferences, webinars, or other events may be considered.
• Experience coordinating events, facility operations, or conference services is preferred.
• Ability to work evenings, weekends, and holidays as required to support scheduled events.

Licensing and Certifications: Food Handler or Food Protection certification may be required based on assigned responsibilities.

WORKING CONDITIONS:

• Work is performed in office, educational, conference, and agricultural environments, including indoor and outdoor settings.
• Frequent standing, walking, lifting, carrying, and event setup activities are required.
• Ability to lift up to 20 pounds.
• Evening, weekend, and holiday work is regularly required based on scheduled events.
• Occasional travel to off-campus event locations may be required.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.