Event Coordinator II

Iowa State University•Ames, IA

13d

About The Position

Are you excited about working with a wide variety of clients, vendors, speakers, and departments to bring impactful events to life? Are you looking for a role that offers true work–life balance while giving you the freedom to use your creativity and ideas to shape conferences and events across Iowa State University? If so, Conference Planning and Management (CPM) with Iowa State University Extension and Outreach is seeking qualified candidates for Event Coordinator II! We are seeking a self‑starter with a proven ability to take initiative, meet deadlines, and manage multiple priorities across the team. This position will report to the Budget and Finance Specialist and assist with various aspects of financial and event planning functions and services required by conferences and events through the office of Conference Planning and Management. What You'll Do: Maintain event financial data, payments, invoices, and account reconciliation. Oversee vendor setup, travel reimbursement processes, and final event financial close‑out. Prepare routine financial reports and economic impact calculations. Coordinate event logistics, including facilities, AV, catering, travel, materials, and volunteers. Create initial budgets, timelines, and event plans; manage website updates and event communications. Provide on‑site support, oversee setup/tear‑down, and gather essential speaker/sponsor information. Coordinate vendor contracts, registration system tasks, and agreement routing. Facilitate speaker travel, review registration invoices, update staff calendars, and support internal communication needs. Maintain client relationships, support rebooking and inquiries, and assist with site visits and departmental outreach. Participate in professional development, committees, and collaborative team activities. A successful candidate will be engaged in the full event planning process and able to proactively initiate and carry out key support functions. This position works closely with CPM event planners, the finance team, and a range of clients, vendors, and service providers throughout all stages of the event cycle. The ideal candidate brings strong attention to detail, financial accuracy, organizational skills, and adaptability. A high level of financial precision—along with an understanding of financial statements and the impacts of vendor contracts—is essential. This role supports multiple event planners and events simultaneously in a fast‑paced environment. Due to the nature of position, this person must be flexible and willing to work non-traditional hours including occasional weekends and evenings as needed for events. While this position is based out of Ames, it will require travel between event locations and around the university. Driving will be required in this role. Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship. Immigration sponsorship is not available for this position. About Conference Planning and Management at Iowa State University: Conference Planning and Management is your resource for conferences and special events at Iowa State University, across Iowa and beyond! Our experienced team has successfully managed local, regional, national and international events both on campus and outside the state. Whether you are faculty, staff, a student group at Iowa State University, or simply are interested in hosting your event at Iowa State University or elsewhere, we are here to help! We have delivered great conference experiences for events ranging from 15 to 15,000 attendees—whether in the classroom, across our campus and community, or halfway around the world. Level Guidelines Career-level position demonstrating proficiency and knowledge of related competencies Works under direct to general supervision and may receive guidance on more complex assignments Follows established procedures for work assignments, and completes assignments which are semi-routine and may be atypical in nature Applies thorough knowledge to respond to inquiries and requests Able to resolve most problems and issues and respond to requests without escalation Provides guidance to students May provide supervision to one to two other staff or lead a small work team

Requirements

High school diploma or equivalent and 3 years of related experience
Drivers License
Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship.

Nice To Haves

Bachelor's degree in Business Management, Event Management, or related degree.
Proficiency in Microsoft Office Suite, as well as communication and collaboration platforms such as Zoom and Microsoft Teams.
Working knowledge or experience with event planning.
Experience working with financial management and/or event management platforms.
Experience in financial tracking and accounts payable.

Responsibilities

Maintain event financial data, payments, invoices, and account reconciliation.
Oversee vendor setup, travel reimbursement processes, and final event financial close‑out.
Prepare routine financial reports and economic impact calculations.
Coordinate event logistics, including facilities, AV, catering, travel, materials, and volunteers.
Create initial budgets, timelines, and event plans; manage website updates and event communications.
Provide on‑site support, oversee setup/tear‑down, and gather essential speaker/sponsor information.
Coordinate vendor contracts, registration system tasks, and agreement routing.
Facilitate speaker travel, review registration invoices, update staff calendars, and support internal communication needs.
Maintain client relationships, support rebooking and inquiries, and assist with site visits and departmental outreach.
Participate in professional development, committees, and collaborative team activities.