Events & Guest Services Coordinator

Description

Position Summary:

The Events & Guest Services Coordinator role is a dynamic, hands-on position responsible for coordinating event planning and logistics while supporting daily operations of the Welcome Center and ArtWorks store. Working closely with Operations, Development, other departments, and outside partners, this individual coordinates smaller campus events and supports the logistical execution of major fundraising and community events. This role serves as a key point of contact for event coordination and guest services, ensuring a welcoming and professional experience for students, artists, and visitors. Success in this position requires strong organizational skills, attention to detail, flexibility, and the ability to manage multiple priorities in a fast-paced, collaborative environment.

Core Responsibilities:

Events:

• Event Planning & Coordination: Coordinate smaller campus events, including weekly lectures, faculty receptions, and internal gatherings. Support logistical planning and execution for major fundraising and community events, including the Recognition Gala, Annual Art Auction & Community Picnic, and private donor events, working closely with Development, other departments, and outside vendors.
• Event Logistics & Execution: Serve as the primary point of contact for event logistics, coordinating schedules, staffing, space preparation, equipment, supplies, and event materials. Oversee on-site execution, including setup, guest check-in, attendee assistance, and breakdown of on- and off-campus events. Ensure a welcoming and professional guest experience and coordinate post-event cleanup, restocking, and preparation for upcoming events.
• Event Administration & Communication: Maintain event calendars, attendance records, and logistical documentation. Coordinate event-related communications and materials, ensuring information is shared across departments and with outside partners. Manage post-event data entry, documentation, and debriefs to support future planning and continuous improvement.

Guest Services:

• Customer & Guest Services: Provide high-quality customer service to students, artists, and visitors, including handling inquiries, resolving issues, and ensuring smooth arrivals. Oversee Welcome Center operations, monitor guest services email accounts, and help coordinate housing packets and weekly pack-and-ship services during the summer. Assist in training and supporting seasonal guest services staff to ensure a welcoming and professional environment.
• ArtWorks Store: Oversee daily store operations and customer transactions. Monitor inventory across store merchandise, office supplies, IT needs, and guest services items. Process and label orders, manage consignments, and maintain accurate point-of-sale records. Support special events and gallery openings with store-related needs.
• Administrative Support & Office Operations: Ensure compliance with health and safety standards, oversee cash handling and sales reporting, and maintain cleanliness and organization of administrative spaces. Provide general office support including mail distribution, office supply management, and shipping assistance.

Requirements

Expected Skills & Qualifications:  

• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills, with a friendly, approachable demeanor and the ability to resolve issues fairly and professionally.
• Proven organizational skills, attention to detail, and ability to manage multiple tasks efficiently in a dynamic environment.
• Proficiency with technology, including Microsoft Office Suite, database management, mail merges, and point-of-sale systems; ability to learn new software.
• Ability to maintain confidentiality and handle sensitive information with integrity.
• Flexible, motivated, and proactive, with an ability to work independently and a  willingness to adapt to changing needs and take on new challenges.
• Experience with cash handling, payment processing, and inventory management preferred.
• Availability to work weekends, evenings, and occasional special events.
• Ability to follow directions with strong follow-through and accountability.

Education and Experience: 

• College degree or equivalent work experience.
• 1-2 years experience in events coordination, customer service, and/or money handling preferred.

Physical Requirements:

• Work that includes moving objects up to 40 pounds. 
• The employee frequently is required to stand, walk, and reach with hands and arms. 
• Typical physical tasks include reaching, standing, sitting, typing, talking, crouching, kneeling, seeing, and hearing.
• Typical tasks as required to actively navigate art studios/facilities in a historic building space with uneven surfaces, stairs, gravel walkways, etc.