Events and Operations Coordinator

Worcester Polytechnic Institute • Worcester, MA

1d • $21 - $25

About The Position

This position will support WPI student organizations’ events by assisting with planning and execution, meeting with students, and communicating event needs to service teams. In addition, the Events and Operations Coordinator will assist with the day-to-day needs in the Conference & Event Services Office and work within the university’s event management software (25Live), ensuring scheduling can be done efficiently and effectively by the entire campus community. This position reports to the Director of University Events and Chief Commencement Officer.

Requirements

• Required: High school diploma or GED.
• Minimum 2 years of experience in an office setting and/or event planning.
• Analytical and critical thinking skills.
• Strong written and oral communication skills.
• Project and program management ability.
• Proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word) and Google Suite.
• Experience with databases, computer networks, and systems.

Nice To Haves

• Experience with 25Live or equivalent event management software preferred.

Responsibilities

• Manage day-to-day student event requests, ensuring they are processed efficiently and equitably.
• Provide guidance on WPI event policies and procedures.
• Process event correspondence via email, meetings, and phone.
• Manage incoming 25Live reservation requests.
• Process work orders for power, banners, and equipment/supply transportation.
• Gather post-event analysis, budget recaps, and participant feedback; incorporate findings into future planning.
• Serve as project manager for all events, collaborating with Facilities, Campus Police, Catering, ATC, Athletics, Residential Services, and other departments.
• Create event diagrams and assign resources for each event.
• Coordinate card access, parking passes, wireless passes, and IT support for events.
• Communicate cost estimates to all clients.
• Serve as on-site support to ensure event planning and execution meets client expectations.
• Triage incoming correspondence to the [e-mail] alias.
• Manage office purchasing.
• Assist with securing City of Worcester permits (Institute Park and Temporary Occupancy).
• Coordinate voluntary parking permits with Campus Police.
• Onboard and assist with student workers.
• Assist in the creation and implementation of office policies and procedures.
• Communicate updates, changes, and trainings for 25Live to the campus community.
• Develop and recommend new efficiency standards to enhance event scheduling productivity.
• Assist with editing and updating the office website using Drupal.
• Act as backup on committees and meetings as needed.
• Assist with data gathering and presentation preparations.
• Play an active role in Commencement planning and exercises.
• Perform all other duties as assigned by the Director.

Benefits

• WPI offers competitive and comprehensive employee benefit programs, including paid time off, health insurance, life and long-term disability insurance, retirement savings plans, tuition assistance, flexible spending accounts, and a working environment that prioritizes mental health and well-being.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED