Events Experience Coordinator

University of Oklahoma•Norman, OK

13d•Onsite

About The Position

The Events Experience Coordinator plays a vital role in delivering a welcoming, organized, and engaging experience for CECPD participants across in-person, hybrid, and virtual events. This position blends hospitality, communication, and operational coordination to ensure that participants feel informed, supported, and valued throughout their entire event journey—from application and onboarding through completion and follow-up. The coordinator serves as a key participant-facing role, collaborating with internal teams to execute seamless, high-quality learning experiences regardless of event format.

Requirements

Bachelor’s degree, AND: 12 months experience in event planning and coordination, outreach or public relations
Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelor’s degree for a total of 60 months experience.
Strong organizational and time-management skills with the ability to manage multiple projects and deadlines.
Detail-oriented with high accuracy in data, records, and communications.
Excellent customer service and participant-support skills across in-person and virtual environments.
Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint).
Comfort using virtual event platforms (e.g., Zoom, Teams), learning management systems, and internal databases.
Strong verbal and written communication skills.
Ability to anticipate participant needs and support high-quality professional development experiences across all event formats.
Valid Oklahoma Driver’s License or ability to obtain one within 30 days of hire date.

Responsibilities

Provide coordination support for scheduling and logistics across in-person, hybrid, and virtual events.
Collaborate with internal teams to maintain timelines, calendars, and task tracking for all event types.
Manage participant onboarding, registration, confirmations, and communications for all event formats, utilizing platforms such as Zoom, Teams, and CECPD tools.
Coordinate logistics for physical venues, lodging, catering, and materials distribution, as well as virtual event access, session links, and digital materials.
Maintain accurate event records, schedules, and participant tracking data across delivery formats
Serve as the primary participant-facing point of contact during in-person, virtual, and hybrid events, ensuring a smooth and welcoming experience.
Oversee check-in processes, attendance tracking, and session flow for both physical and virtual environments.
Support mentors, instructors, presenters, and participants by responding to questions, resolving experience-related issues, and escalating concerns as needed.
Coordinate and support event setup, breakdown, technology readiness, and room or session transitions in collaboration with the Event Operations Coordinator.
Monitor participant engagement during live sessions, including virtual interactions (chat, polls, breakout rooms), and support engagement strategies.
Capture or coordinate event documentation, including photos, screenshots, or recordings, for reporting and marketing purposes.
Collaborate with the Curriculum Team to share participant and mentor feedback across all event formats to inform curriculum and delivery improvements.
Support assessment and reflection processes by coordinating schedules, participant flow, materials, and digital tools for in-person and virtual sessions.
Ensure alignment between event delivery, curriculum expectations, and assessment timelines.
Manage participant-related financial processes, including stipend distribution and participant payments, in coordination with the Finance Team.
Support pre-event administrative tasks such as RFP collection, bid worksheets, and documentation.
Assist with post-event administrative tasks, including attendance tracking, survey distribution, data collection, analysis, and reporting for all event types.
Follow established budget guidelines for event-related expenses, including venue, catering, materials, shipping, and virtual platform costs.
Track expenditures and communicate potential variances or cost-saving opportunities to leadership.
Serve as a central communication point for instructors, mentors, internal teams, and participants regarding event schedules, expectations, and logistics.
Train and support event staff, facilitators, and volunteers as needed for both in-person and virtual delivery.
Track tasks, timelines, and responsibilities using project management tools and checklists.
Disseminate event-related communications through email, social media, and internal platforms in collaboration with Marketing and Communications.
Provide operational, engagement, and participant-experience feedback to leadership for continuous improvement.