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University Events Coordinator

Oglethorpe University
Oglethorpe University - Atlanta, GA, 30319
Closing date
Jul 29, 2021
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Job Details

Job DetailsJob Location Oglethorpe University - Atlanta, GAPosition Type Full-Time StaffEducation Level Bachelor'sTravel Percentage NoneJob Category Education

This position will administer, plan, and coordinate all assigned events, meetings, conferences, and summer camps in compliance with university policies and procedures from first contact to event execution as well as manage the events scheduling software system, 25Live.


  • Assume primary responsibility for planning, coordinating, implementation, and leadership of assigned events Collaborates with employees and partners to establish event goals and objectives, operating procedures and timelines, as well as establishing needed task assignments and resources.
  • Consults with clients on event room design, catering, parking, audiovisual, and technical needs, etc. matching client needs to available space and services.
  • Acts as a liaison between the event organizer(s) and the service providers for Internal and external partners and vendors.
  • Provides recommendations to partners on event budgets and negotiates terms with vendors.
  • Manages external facility rental estimates and contracts.
  • Provides post-event analysis to assess opportunities and to recommend areas of improvement.
  • Responds to all facility rental requests in a timely manner.
  • Assist in creative efforts to market facility rentals.
  • Manages the event scheduling database, 25Live, processing event requests in a timely manner and updating information in regard to stock numbers for campus resources and inventory, contacts, security groups, pricing tabs, locations, etc. May be asked to conduct 25Live trainings to campus community.
  • Assist with external film requests and day-of coordination as needed.
  • May supervise student workers.
  • Provide stellar customer service to both internal and external constituents.
  • Other duties as assigned.
Minimum Qualifications:

Bachelors degree, preferably in the area of hospitality and/or event planning and two years of related experience or equivalent combination of experience, education, and training. Strong customer service skills in both verbal and written communication. Ability to lift 30lbs, stand for extended periods of time and walk long distances.

Preferred Qualifications:

Must have excellent communication skills, both verbal and written and be able to work closely with all university employees including but not limited to faculty, students, and administrators. Familiarity with event management in higher education. Must be able to work in a high volume, fast-paced, deadline-oriented environment. Strict attention to detail with the ability to see the big picture as well as the ability to develop good rapport with colleagues is essential. Experience with Microsoft Office programs. In addition to the normal work week, ability to work weekends/nights with agreed flex scheduling.

Please submit a resume and cover letter.


Founded in 1835, Oglethorpe University is Atlanta’s only co-educational small private college, home to more than 1350 eclectic and engaged students from 33 states and 31 countries.

Renowned for the groundbreaking Oglethorpe Core, Oglethorpe's academically rigorous programs emphasize intellectual curiosity, individual attention, close collaboration among faculty and students, and active learning in relevant field experiences. Students connect theory and practice with the help of Oglethorpe’s A_LAB (Atlanta Laboratory for Learning), an incubator for experiential learning through internships, study abroad, civic engagement, and undergraduate research.

Oglethorpe is in an unprecedented era of growth and innovation, evidenced by increased enrollment and philanthropic giving, and new strategic entrepreneurial partnerships and programs. In 2018, Oglethorpe launched Flagship 50, a groundbreaking merit tuition scholarship program that matches all 50 states’ flagship tuition for qualified students. The 2020 Fiske Guide to Colleges named Oglethorpe one of only 20 “Best Buy Schools” in the nation and the only one in Georgia for the third year in a row.

This year marks the opening of the I.W. “Ike” Cousins Center for Science and Innovation and the Q. William Hammack, Jr. School of Business. Oglethorpe received a $50 million gift commitment, the largest in its history, from alumnus Bill Hammack ’73 to establish the new school of business. 

In the past five years, Oglethorpe has seen the addition of an award-winning campus center; a residential complex with six state-of-the-art classrooms; and the expansion of arts and athletics facilities. Oglethorpe’s study abroad venture with LeadAbroad has expanded its global footprint, with the development of five global campuses in Barcelona, Cape Town, Greece, Paris, and Rome.

Oglethorpe is home to the Conant Performing Arts Center, Oglethorpe University Museum of Art, and the Piedmont School of Atlanta. The Oglethorpe Stormy Petrels compete in the NCAA Division III Southern Athletic Association.


Oglethorpe is ideally located in the newly-formed city of Brookhaven, an inner suburb of Atlanta recently cited as the safest city in the metro area and one of the most popular destinations for singles and families alike. The campus is situated on Atlanta’s famous Peachtree Road, less than a mile from the Brookhaven-Oglethorpe University MARTA station and easily accessed from all major interstates. The university is just minutes from Atlanta’s best shopping and dining.

Brookhaven boasts a variety of living options from large historic homes, mid-century bungalows, and newly-constructed homes, townhomes and apartments, including a new luxury rental apartment complex on Oglethorpe’s campus. Residents enjoy an extensive and growing system of parks and walking trails, nature preserves, annual festivals, and top-notch public and private schools.

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