Job Description

Commencement Coordinator

Estimated 4 months

5 days on site

• Must Haves: Bachelor's Degree
• 2+ years of relevant experience
• Proficiency in Microsoft Office, Google Workspace, Zoom, and Airtable.
• Familiarity with digital design tools such as Canva and Social Tables.
• Strong data management and organizational skills, with experience maintaining registration forms and guest lists.
• Preferred Skills:Demonstrated experience in event planning, logistics, staffing, or project coordination in a fast-paced environment.

Commencement Coordinator

The University Ceremonies Office is responsible for organizing and executing some of the university's most significant events. These include Commencement ceremonies, Inauguration, Trustee-related events, and other key ceremonial occasions that celebrate the university’s achievements and traditions.

We seek a proactive and detail-oriented individual to join our team. This individual will be instrumental in managing logistical, programmatic, and communication aspects related to Commencement week. The role provides support with event planning, ceremony materials and participant outreach, volunteerism, and staff training and management, to contribute to the smooth and efficient execution of various projects.

Responsibilities

• Develop and update program-related materials including seating diagrams and floor plans, academic procession documents, cue cards, scripts, and other assets as needed.
• Support and manage outreach to key event participants, including speakers, honorees, university leadership, and other guests. Set up registration forms, track responses, and communicate all logistical details.
• Conduct research and develop materials in support of Trustee-related events. Source potential venues, draft budget estimates and proposals, collect attendee biographies, fulfill supply needs, and prepare event checklists and other communications as needed.
• Serve as a primary event staff lead, coordinating the hiring, training, scheduling and management of event staff who will support the Ceremonies team onsite, leading up to and during Commencement week events.
• Oversee the recruitment, training, logistics and day-of management of University volunteers dedicated to supporting Commencement stage participants and VIP guests onsite. Develop training materials and lead all communications to this group.
• Provide administrative and logistical support before, during, and after assigned events.
• Perform additional duties as assigned to support the overall success of the University Ceremonies team and the Office of the Secretary.

Minimum Qualifications

• Bachelor’s degree and a minimum of two years of related experience.
• Proficiency in Microsoft Office, Google Workspace, Zoom, and Airtable.
• Familiarity with digital design tools such as Canva and Social Tables.
• Strong data management and organizational skills, with experience maintaining registration forms and guest lists.
• Demonstrated ability to work under pressure while maintaining accuracy and attention to detail.
• Availability to work early mornings, evenings and weekends as required during peak event periods.
• Preferred Qualifications
• Exceptional written and verbal communication skills.
• Strong organizational skills with high attention to detail and the ability to manage multiple priorities simultaneously.
• Demonstrated experience in event planning, logistics, staffing, or project coordination in a fast-paced environment.
• Proven ability to collaborate effectively with colleagues and vendors.
• Commitment to professionalism, discretion, and high standards of customer service.

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