Senior Events and Experience Coordinator
14 hours ago
Tempe
Coordinates outreach program activities, the recruitment of volunteers, staffing, and resources, and coordinates program fundraising to promote stable and productive relationships between the university and local community. Are you motivated to create experiences that bring people together around learning, creativity, and design? Do you enjoy turning ideas into engaging events, exhibitions, public programs, and gatherings that foster connection, belonging, and community? Are you a collaborative problem solver who enjoys working with faculty, students, staff, alumni, donors, and external partners to create meaningful and memorable experiences? If so, this may be the next step in your professional journey. The Design School (TDS) in ASU's Herberger Institute for Design and the Arts seeks an experienced Events & Experience Coordinator to lead the planning and coordination of recruitment events, student engagement activities, exhibitions, lectures, public programs, alumni gatherings, donor events, and community-facing experiences. The successful candidate will be a highly organized, service-oriented professional with strong project management skills, attention to detail, and a commitment to creating welcoming and engaging experiences for various audiences. This is a full-time, salaried position that requires a flexible work schedule, including occasional evening and weekend events. Under administrative direction, the Senior Events & Experience Coordinator will perform work of considerable complexity in planning, coordinating, organizing, staffing, and assessing The Design School's portfolio of events and engagement activities. Events may take place on or off campus, in person, online, or in hybrid formats. The position serves as the primary point of coordination for event logistics, experience design, and operational execution, working closely with Student Success, Community Engagement, Development, Marketing and Storytelling, Academic Programs, School Operations, faculty, students, alumni, community partners, and external vendors. This position requires strong organizational and communication skills, a commitment to excellence, and the ability to manage multiple complex projects simultaneously while fostering a positive, collaborative, and engaged environment. The Design School advances ASU's charter through inclusive excellence, broad access to educational opportunity, and meaningful community impact. We are committed to design for the public good and to cultivating a culture of belonging that values plural perspectives. Through this work, we prepare students to address complex challenges and create positive impact in their communities and beyond. Position Salary Range: $51,500 - $60,000 annually Essential Duties: • Plan, coordinate, and execute a portfolio of recruitment events, student engagement activities, exhibitions, lectures, public programs, alumni gatherings, donor events, and community-facing experiences., • Collaborate with leadership, faculty, academic programs, Student Success, Community Engagement, Development, Marketing and Storytelling, and School Operations to identify event goals, target audiences, desired outcomes, and resource needs., • Develop comprehensive event and experience plans, including timelines, staffing, budgets, logistics, registration, space utilization, technology needs, and event procedures., • Design engaging and welcoming event experiences that support student success, community engagement, alumni relations, philanthropy, and public visibility. Stakeholder Engagement & Coordination: • Build and maintain collaborative relationships with faculty, staff, students, alumni, community partners, donors, vendors, speakers, and university partners., • Serve as the primary point of contact for event planning and coordination, ensuring effective communication among all stakeholders., • Coordinate event-related activities in partnership with Marketing and Storytelling, Student Success, Development, Business Operations, Facilities, and other university units., • Serve as the primary liaison with speakers, presenters, vendors, and IT partners regarding event logistics, technology, and audiovisual needs. Event Operations & Delivery: • Manage all aspects of event execution, including scheduling, registration, contracts, vendor coordination, staffing, setup, breakdown, and on-site event support., • Coordinate and supervise student workers in events and facilities who support events and public programs., • Ensure events are delivered professionally, efficiently, and in alignment with university policies and operational requirements., • Work closely with school leadership, including the Director and Associate Director of School Operations, to plan and execute signature school events and strategic engagement initiatives. Assessment, Budget & Continuous Improvement: • Monitor event budgets and resources to ensure effective stewardship and appropriate financial controls., • Review costs, reconcile expenditures, and coordinate final billing processes with the Business Operations team., • Develop and maintain event planning systems, tracking tools, and documentation to support efficient operations and knowledge sharing., • Conduct post-event assessment and evaluation to identify opportunities for improvement, measure engagement outcomes, and strengthen future programming., • Develop performance indicators and reports related to participation, engagement, operational effectiveness, and event outcomes., • Continuously identify opportunities to improve event operations, participant experience, and organizational effectiveness. Desired Qualifications: • Experience planning and coordinating events, exhibitions, public programs, conferences, or community engagement activities involving multiple stakeholders and audiences., • Experience using event-related, productivity and/or productivity software/tools including Google Workspace, Microsoft Office 365, Adobe Creative Cloud, Canva, Zoom, Teams, Salesforce Marketing Cloud, event registration software (STOVA), scheduling and room booking software (Astra), and general knowledge of technology, • Demonstrated project management skills, including the ability to manage multiple priorities, timelines, budgets, and logistical details simultaneously., • Experience designing and delivering welcoming, engaging, and inclusive experiences for various audiences., • Knowledge of event operations, budgeting, vendor coordination, contract management, and associated administrative processes., • Experience developing collaborative relationships with faculty, students, staff, alumni, community partners, vendors, and external stakeholders., • Demonstrated ability to anticipate challenges, solve problems proactively, and adapt to changing priorities in a fast-paced environment., • Strong written, verbal, and interpersonal communication skills, including the ability to work effectively in complex settings., • Experience collecting, organizing, and utilizing event data, assessments, or performance metrics to inform planning and continuous improvement., • Demonstrated organizational skills, attention to detail, sound judgment, and a commitment to excellent customer service. Working Environment: • Activities are primarily performed in an environmentally controlled office setting subject to extended periods of remaining in a stationary position, keyboarding and manipulating a computer mouse., • Managed events may take place indoors or outdoors in cooled and uncooled spaces., • Frequently required to remain in a stationary position and move throughout shift., • Frequent bending, reaching, lifting, pushing and pulling up to 50 pounds., • Ability to rapidly learn, adapt, and effectively utilize new technology, practices, policies, and methods., • Required to work a flexible work schedule, including occasional evening and weekend events. Location: Campus: Tempe Instructions to Apply: Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub. To be considered, your application must include all of the following attachments: • Cover letter, • Resume or CV Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name. Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date. Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience. Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete. Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe. ASU is a tobacco-