Events Coordinator
Location
York, PA
Job Type
Staff, Full Time
Job Number
202600106
Division
Presidents Office
Department
Special Events
Opening Date
09/24/2026
Closing Date
10/8/2026 11:59 PM Eastern
- Description
- Benefits
- Questions
Position Summary
DESCRIPTION:
The Day-of Events Coordinator and Assistant to the Campus Event and Conference Manager is a vital member of the campus events team, responsible for supporting the planning, coordination, and execution of campus events and conferences. This individual plays a key role in ensuring the success of events by providing on-the-ground support, maintaining strong communication with clients and internal departments, and assisting with administrative and operational duties.
OUTCOMES:
Schedule of activities remains accurate so overlap does not occur. Create positive public relations with all constituents.
Essential Functions
Event Coordination & Execution 30%
- Provide on-site coordination and support for day-of logistics during campus and external events.
- Assist with the execution of anchor events and high-profile campus functions.
- Serve as a point of contact for clients and guests during events to ensure a seamless experience.
- Conduct client site tours downtown and assist in pre-event planning meetings.
- Work with internal campus partners on coordination of their events.
Administrative & Client Services 30%
- Support the Campus Event and Conference Manager in managing client communications, contracts, housing assignments, and event details.
- Assist in preparing and processing event-related billing, invoicing, and payments.
- Learn and operate event management software systems to input, update, and approve internal and external event requests.
- Maintain accurate event records and client files.
- Alcohol procurement, ensure proper COI on file, and bartending services have been contracted
Collaboration & Communication 20%
- Liaise with multiple campus departments including Facilities, Public Safety, IT, and Media Services to coordinate logistics and services for events.
- Communicate with external clients, internal students, YCP faculty/staff to ensure seamless execution of events.
Summer Programs & Housing Support 20%
- Assist in coordinating logistics and housing arrangements for outside groups during summer conferences.
- Provide support in onboarding summer program clients and managing accommodations.
Experience and Education Required
- Associate's or Bachelors degree or equivalent experience in Event Management, Hospitality, Communications, or a related field.
- 1 Year experience in event coordination, hospitality, or customer service preferred.
- Experience and knowledge of 25Live scheduling software or similar enterprise scheduling software.
Required Skills and Qualifications
- Proficiency in using event management or scheduling software (e.g., EMS, 25Live, or similar).
- Strong organizational skills with keen attention to detail.
- Excellent interpersonal, written, and verbal communication skills.
- Ability to multitask and remain calm under pressure in a fast-paced environment.
- Availability to work evenings and weekends as needed.
- Familiarity with campus event planning or educational institution settings.
- Experience in coordinating with catering and facilities teams.
- Prior experience with billing systems and client payment processes.
- Excellent customer service skills.
- Ability to work independently and with others to as a team to carry out an event successfully.
- Exercise good judgement, discretion and decision-making skills.
- Ability to deal consistently with students, alumni, faculty, administrators, and community leaders alike with courtesy, professionalism and confidentiality.
- Ability to identify and assess safety issues to reduce liability risk to the college.
Additional Information
York College of Pennsylvania is an Equal Opportunity Employer and Non-Discriminatory. For a copy of York Colleges Annual Security Report, you may contact the Office of Campus Safety or visit the website: Annual Security Report.
We offer a complete benefits package to full-time employees that includes, but is not limited to: health care, dental, vision, retirement, flexible spending accounts, life insurance, long-term disability, holidays, vacation, sick leave, tuition remission and tuition discount programs.
To learn more details, visit our benefits page.
01
Do you have at least 1 year working in event planning, hospitality, customer service, or a customer facing job?
02
Do you have experience using 25Live or similar Event Planning Software?
03
Are you able to multitask and work on concurrent assignments?
04
Do you have an Associates or Bachelors degree or equivalent experience in Event Management, Hospitality, Communications, or a related field?
Required Question
Employer York College of Pennsylvania
Address 441 Country Club Road
York, Pennsylvania, 17403
Phone 717-815-1320
Website https://www.ycp.edu/