Events and Commencement Coordinator

Ball State University welcomes applications for an Events and Commencement Coordinator in the Office of the President.

This full-time opportunity includes a generous benefits package with health insurance, retirement programs, educational assistance, and much more.

Plan and coordinate Spring, Summer, and Fall Commencement Ceremonies. Serve as a resource for students, faculty, parents, alumni, staff, and visitors. This position will work with a variety of constituents, both on and off campus. Work as a part of the Presidential Events team to assist in the management, planning, and execution of events and programs hosted by the Office of the President; some evening and weekend work required.

Associate's degree or equivalent in a related field.

Three years of experience in event management, marketing, hospitality or related field.

Excellent professional communication skills (both verbal and written); excellent proofreading skills; ability to multitask and effectively handle high pressure situations including multiple projects and work assignments; ability to conduct oneself professionally in all situations and maintain the highest level of confidentiality; proficient in Microsoft Word, Excel, PowerPoint, email, and web searches; ability to work flexible schedule and be able to work evenings and weekends; must possess and maintain a valid driver's license and be insurable under the university's auto fleet policy.

Bachelor's degree.

Additional years of experience, related experience with an emphasis on large-scale events.

None.

Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status.

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.

In collaboration with Assistant Director of Commencement and University Events, assist with Presidential event logistics including but not limited to: booking event space(s), arranging food and beverage, ordering supplies and audiovisual equipment, coordinating work orders, making travel arrangements, booking event photographer(s), and ensuring appropriate decor (florals, linens, color schemes, etc.).

Assist with preparation including invitations, name tags, menu cards, place cards, favors, programs, guest lists, seating charts, etc. for assigned Presidential events.

Assist with managing on-site event production, set-up, and clean-up.

Coordinate post-event correspondence including follow-up materials and photos to guests on behalf of the President and for assigned Presidential events.

Track expenses to ensure fiscal responsibility.

Co-manage the rsvp@bsu.edu email account for event reservations.

In collaboration with Assistant Director of Commencement and University Events, meet and communicate with a wide variety of constituents (including but not limited to: President, Provost, Deans' offices, facilities personnel, college commencement coordinators, Public Safety, Book store, and event contractors) to coordinate the planning and execution of the three Commencement ceremonies and the seven college ceremonies.

Serve as first point of contact for commencement inquiries. Manage the commencement@bsu.edu email account and phone line, including responding to questions and relaying any emails regarding other graduation information to the appropriate areas on campus.

Work with University Marketing and Communications to update the commencement webpage with current information for each ceremony.

Assist with gathering information and lists for the Commencement program and proofing the program.

Assist with recruiting, training, and supervising ambassadors, marshals, and staff on specific activities or duties during the commencement ceremonies.

Place orders for commencement-related supplies both on and off campus.

Process Commencement and event expenses and maintain appropriate budget records and reports.

Generate Commencement reports with Argos, compile statistics, and help to manage registration lists.

Assist with management of on-site logistics for each ceremony.

Serve as a partner to the Executive Assistant to the Office of the President by demonstrating excellent customer service in greeting visitors, answering incoming calls, assisting with routine information, and directing callers to appropriate office personnel or University division.

Support other Office of the President team members and projects as needed.

Maintain regular and predictable attendance.

Perform other related duties as assigned.

In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experience align with the elements of the position description (or leadership profile). In your cover letter, please select one of our enduring values and describe how you have demonstrated a commitment to that value in your professional endeavors.