Event Coordinator

TITLE: EVENT COORDINATOR

WAGE / HOUR STATUS: HOURLY, NON-EXEMPT

SUPERVISOR: DIRECTOR OF MARKETING

POSITION QUALIFICATIONS
Minimum Education: High School diploma or equivalent required. Bachelor’s degree in marketing, Communications, Hospitality, Event Management, or a related field preferred, or an equivalent combination of education and experience.

Minimum Experience:

Demonstrated experience in event planning, logistics management, vendor coordination, and budget management.

Proficiency in basic keyboarding/word processing skills and familiar with inventory/calendar management tools.

Excellent written, verbal, and interpersonal communication skills; must be able to communicate professionally with internal departments, external vendors, and community partners.

Strong organization and problem-solving skills with the ability to manage overlapping event timelines.

General & Operational Requirements:

Must be able to interact in a positive, professional, and collaborative manner with staff, donors, sponsors, and community representatives.

Flexibility in scheduling, including working evenings and weekends to meet event and organizational needs.

Must be mentally and physically capable of performing all job duties, including event setup and teardown.

Must be at least 21 years of age.

Must possess and maintain a valid Kansas driver's license, an acceptable driving record, and meet Prairie View’s vehicle insurance requirements with proof of personal automobile insurance.

Must pass Kansas Bureau of Investigation Screen, Central Registry Screen, DCF, and all other required background checks.

Able to pass state-required health screening.

POSITION OBJECTIVES
Centralize the planning, coordination, and execution of Prairie View organizational, community, staff, and fundraising events. Provide dedicated event logistics and budget management to drive operational efficiencies, control costs, grow event revenue, and allow other departments to focus on their primary core functions.

POSITION RESPONSIBILITIES
Event Planning & Logistics:

Coordinate all aspects of Prairie View-hosted events from concept through execution and teardown, serving as the primary lead for major events including the annual Gala.

Develop and maintain a master organizational event calendar and individual planning timelines for recurring annual events (e.g., Gala, Legacy Luncheon, Easter Egg Hunt, Taste of Newton, Parade of Lights, and seasonal events).

Coordinate venue bookings, catering, entertainment, speakers, equipment, registration, and transportation.

Manage event setup, execution, and teardown logistics on-site.

Budget & Cost Management:

Develop, monitor, and manage individual event budgets in alignment with organizational standards.

Solicit, compare, and negotiate vendor quotes to ensure cost savings and effective resource allocation.

Track expenses, revenue, attendance, and relevant metrics for each event to deliver post-event evaluations and reporting.

Cross-Departmental Collaboration & Inventory:

Collaborate with Marketing on promotional materials, invitations, signage, photography, and social media coverage.

Partner with Development and Community Relations on donor/sponsor logistics and deliverable fulfillment, freeing relationship leads to focus on engagement.

Coordinate internal staff and volunteer scheduling needed for event execution.

Maintain an organized inventory of reusable event supplies, signage, displays, and equipment.

Establish standardized event-planning checklists, procedures, and templates for organization-wide reuse.

Administrative & Compliance:

Refer to appropriate policy manuals and adhere to all Prairie View policies and procedures.

Maintain confidentiality in all aspects of the position.

Participate regularly in supervision, team meetings, and administrative planning.

Quality Assurance & Performance Improvement (QAPI):

Participate in organizational QAPI activities.

Be familiar with QAPI initiatives and goals within the work area.

Annually review the Quality Assurance & Performance Improvement Plan.

Other:

Perform other duties as assigned.

This position description is a temporary management guide tool and is subject to change.

Employee Signature: ___________________________ Date: ____________

Supervisor Signature: _________________________ Date: ____________