Events and Commencement Coordinator

Ball State University

Muncie, IN

ID: 7303623 (Ref.No. BSU46957)
Posted: Newly posted
Application Deadline: Open Until Filled

Job Description

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.

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.

Job Function:

Minimum Education:

Associate's degree or equivalent in a related field.

Preferred Education:

Bachelor's degree.

Minimum Experience:

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

Preferred Experience:

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

Duties and Responsibilities:

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 décor (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.

At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.

Apply Now