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Event Services Coordinator job in Bloomington at Indiana University

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Event Services Coordinator at Indiana University

Event Services Coordinator

Indiana University Bloomington, IN Full Time
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Department Information

The Eskenazi School of Art, Architecture + Design houses fourteen different areas in art, design, and merchandising. Our students are encouraged to learn collaboratively and across-disciplines, while immersing themselves in a particular area of study. Additionally, the school's positioning as part of the College of Arts and Sciences allows us to equip graduates with the insights and values of a classical liberal arts education.

Job Summary

Department-Specific Responsibilities:
  • Works in close collaboration with faculty and staff, providing primary support for visiting guest artists including planning, coordination, and logistical support for all artists.
  • Supports the HR Manager with processing hire/appointment documentation for hourly employees, timekeeping approvals, payroll vouchers, HRMS eDocs, background checks, and I-9 verifications.
General Responsibilities:
  • Coordinates basic and increasingly more complex design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.
  • Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated budget, specifications, policies, and standard procedures.
  • Answers guest and customer calls and emails and provides information related to event services.
  • Maintains files, documents, calendars, and event-related correspondence records. Maintains mailing lists and may help with printing and distribution of event marketing materials.
  • Assists in the setup of meeting or conference spaces; may delegate setup tasks to Set-Up Coordinator(s) depending on event size/scope.
  • May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity.
  • May address urgent or escalated issues, escalating to supervisor as needed.
  • May provide guidance to lower-level Event Services Coordinators; may make process recommendations to supervisor for increased operational efficiency.



  • High school diploma or GED.

  • 4 years of experience in events, customer service, administrative, or a related field.
  • Proficient communication skills.
  • Maintains a high degree of professionalism.
  • Demonstrated time management and priority setting skills.
  • Demonstrates a high commitment to quality.
  • Possesses flexibility to work in a fast paced, dynamic environment.
  • Highly thorough and dependable.
  • Possesses a high degree of initiative.
  • Ability to build strong customer relationships.

Working Conditions / Demands

This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: Operations

Job Family: Events

Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at [ Email address blocked ] - Click here to apply to Event Services Coordinator or by visiting IUPD.

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