Community and Commercial Event Coordinator

Under the direction of the Executive Director of Event Services, the Community and Commercial Event Coordinator is responsible for planning, coordinating, and managing a variety of community and commercial events hosted on Utah Tech University (UT) properties. This includes serving as the primary point of contact for both external clients and internal groups, ensuring seamless coordination of all logistical details before, during, and after events.

In addition to facilitating external event requests, this position plays a critical role in bridging the gap between internal university groups and various departments. Due to the absence of an internal events coordinator, the incumbent will assist with internal event planning by helping departments and student organizations navigate university event policies, coordinate logistics, and foster collaboration across campus to ensure successful events.

This position requires strong communication, organization, and problem-solving skills, as well as the ability to work effectively under pressure. The ideal candidate should be customer service-oriented, detail-focused, and able to manage multiple events simultaneously while maintaining a professional and positive demeanor. Additionally, this role requires the ability to lead and manage a team, build and maintain strong relationships with external vendors, and cultivate a helpful, solutions-oriented approach in all interactions.

• Coordinate with external clientele to plan, schedule, and execute a variety of community and commercial events at UT campus venues, including outdoor stadiums, athletic arenas, performing arts centers, activity centers, special events venues, and health performance buildings. Build and maintain positive relationships with external vendors, negotiating contracts and ensuring high-quality service delivery.
• Assist internal groups, faculty, staff, and student organizations in planning and executing campus events by coordinating with necessary departments, providing logistical support, and ensuring alignment with university policies and procedures.
• Serve as the primary liaison between event stakeholders and key university departments, including:
  • Event Services Production
  • Central Ticket Office
  • Risk Management
  • Centralized Scheduling
  • Dining Services
  • Public Safety
  • Facilities Management
• Develop and manage event logistics, including:
  • Coordinating event space reservations and ensuring venue readiness.
  • Managing event contracts and ensuring compliance with university policies.
  • Creating and monitoring event budgets and quotes.
  • Coordinating staffing and resource allocation for events.
  • Overseeing setup, execution, and breakdown of events.
• Support major university-sponsored events and partnerships, such as the annual Fourth of July Concert, Kite Festival, and Greater Zion community collaborations.
• Work closely with University Marketing & Communications (UMAC) to enhance community partner relations and ensure successful execution of campus partnership events.
• Utilize project management software (Wrike) to track event details, timelines, and deliverables.
• Maintain and strengthen relationships with both internal and external event stakeholders to support the success of all university-hosted events. Gather post-event feedback from stakeholders to continuously improve event planning and execution processes.
• Lead, train, and manage a team of event staff and volunteers to ensure high-quality execution of events.
• Foster a helpful, solutions-oriented, and positive work environment while providing excellent customer service to all event stakeholders.
• Serve on university committees as assigned.
• Perform other duties as assigned.

• Bachelor's degree in Business, Hospitality, Event Management, or a related field required.
• Minimum of two (2) years of event management experience required; higher education experience preferred.
• Must be able to work nights, weekends, and holidays in accordance with event schedules.
• Strong knowledge of event coordination, including logistics, budgeting, contracting, estimating, insurance requirements and vendor management. Excellent communication and interpersonal skills, with the ability to collaborate with diverse stakeholders.
• Ability to manage multiple projects simultaneously and meet deadlines in a fast-paced environment. Strong problem-solving and decision-making abilities. Commitment to providing exceptional customer service and maintaining a positive, professional attitude in all interactions.
• Ability to work independently while also functioning effectively within a team.
• Ability to lead, train, and manage a team of event staff and volunteers. Experience in building and maintaining professional relationships with external vendors and partners.
• Proficiency in Microsoft Office Suite and aptitude for learning event management and project management software and other programs deemed necessary by the institution (Wrike).
• Basic knowledge of financial principles, including budget tracking and invoice reconciliation.
• Familiarity with university policies and procedures is a plus.
• Ability to stand for long periods of time and work extended hours, including nights and weekends.
• Physical capability to lift up to 40 lbs. as needed for event setup and breakdown.

POSITION DETAILS, COMPENSATION AND BENEFITS: Full-time overtime-exempt staff position. Annual salary of $47,000+ depending on qualifications and experience. Desired start date of June/July 2025. Excellent benefits package included that begins on start date; includes medical, dental, vision, disability, and life insurance, employee assistance and wellness programs, retirement plan contributions, and undergraduate tuition waivers for employees and eligible dependents, as well as paid holidays in addition to sick and vacation leave accruals. See https://humanresources.utahtech.edu/employee-benefits/ under "Benefits Summary" for more details.

ELECTRONIC APPLICATION PROCEDURES: Application review begins May 27, 2025. Submit application materials (including resume contents and contact information for three professional references) and upload a cover letter electronically. If, because of a disability, you need special services or facilities in order to apply for this opening, please call the Human Resources Office at (435) 652-7520.

ABOUT THE UNIVERSITY: Utah Tech University is an open, comprehensive, polytechnic institution, committed to exceptional student learning and success that has adopted an instructional approach of "active learning. active life" and a culture of innovation and entrepreneurship. We seek faculty and staff committed to creating an active, applied and career-oriented learning environment that is student-centered. Established in 1911 as a community college and in 2013 as a state university, our University is located in picturesque southwestern Utah, approximately 120 miles north of Las Vegas. The area is renown for its red rocks, desert climate, over 300 days of sunshine annually, and featuring easy access to world-class outdoor recreational opportunities. Click here to learn more about the University.

Utah Tech University is a fast-growing Utah public institution of higher education, with more than 13,000 students. We offer over 250 programs, including doctoral, masters, bachelors, associates, certificates, endorsements, minors, and/or emphases. We seek to recruit and retain diverse and ambitious faculty and staff who bring new ideas, possess values and career aspirations aligned with the mission and vision, and are inspired to build a premier open, comprehensive, polytechnic university. Utah Tech University is an Equal Opportunity / Affirmative Action employer; the President and employees of the University are fully committed to Affirmative Action within its employment programs and activities. Utah Tech does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, pregnancy, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or the University's non-discrimination policies:

• Director of Equity Compliance / Title IX Coordinator: Hazel Sainsbury - titleix@utahtech.edu, HCC 579, 435-652-7747.
• Deputy Title IX Coordinator: Brenda Medrano - titleix@utahtech.edu, BROWN 102, 435-879-4769.

• U.S. Department of Education, Office of Assistant Secretary for Civil Rights, ocr@ed.gov, 800-421-3481.
• U.S. Department of Education, Denver Regional Office, ocr.denver@ed.gov, 303-844-5695.