Event & Housing Coordinator

ROLE TITLE: Event & Housing Coordinator

REPORTS TO: Director of Conference and Events

• Summary of Position
  
  

This position reports to the Director of Conference and Event Services. The Event & Housing Coordinator plays a critical role in supporting the successful execution of events at Allegheny College, with a primary focus on event registration, coordination, housing assignments, and customer service. This position will assist with a variety of on-campus and external events, including major campus-wide events and summer conferences. The coordinator will work collaboratively with multiple departments to ensure that logistics are handled efficiently, oversee housing assignments and key distribution, and provide administrative support to ensure customer satisfaction and event success. The position is full-time and requires flexibility, including periodic evening and weekend work.

• What you will do in this role:
• Event Registration and Coordination. Manage event registrations and housing assignments, ensuring timely and accurate records. Collaborate with campus departments such as Housekeeping, Physical Plant, and Food Services to support event needs. Assist with event preparation and on-site coordination, working with event sponsors to ensure logistics are in place. Oversee the use of campus spaces and equipment for events and external guests. Maintain detailed event planning notes and written instructions for guest registrations, housing lists, and billing processes. Provide on-call support as needed.
• Customer Support. Maintain communication with customers, addressing inquiries and resolving housing-related issues. Support clients in a fast-paced environment, adapting to changing priorities. Serve as the liaison between clients, event sponsors, and campus departments, ensuring clear communication on event details. Escalate complex issues to the Director of Conference and Event Services when necessary
• Summer housing. Manage summer conference housing through Space Management Software (currently EMS) and other platforms. Distribute keys and access cards, and compile reports on residence hall usage. Coordinate with campus departments for housing-related services and conduct inspections before and after programs. Prepare damage reports, track repairs, and maintain an up-to-date inventory of room capacities, keys, and access cards. Perform light maintenance or room cleaning as required.
• Key, Financial, and Supervisory Management. Oversee key and access card distribution, ensuring accurate inventory and proper documentation. Train student employees on key management procedures and collaborate with Student Life for consistency in residence hall key management. Manage financial transactions related to events, including receiving payments by cash, check, or credit card, and maintaining accurate records. Supervise student employees and volunteers, ensuring effective performance and assisting in preparing billing for event services. Submit work orders for key-related issues and ensure all necessary documentation is maintained
• Office Operations. Ensure seamless office operations by documenting and training student employees on daily tasks to maintain open communication and consistent coverage. Actively contribute to the review, update, and preparation of materials for the departmental website to ensure accurate and up-to-date information. Assist in the development and maintenance of event-related policies and procedures. Participate in committees as needed or requested. Oversee office supplies, equipment, and record retention to ensure efficient operations. Provide supervision, training, and support to student employees to ensure a productive and organized work environment.
• YOUR EXPERIENCE
• This is an entry level position but would prefer 1-3 years of relative experience in the essential functions
• Bachelors degree preferred and will consider years of relative experience in lieu of a Bachelor's degree.
• Must have a demonstrated understanding or ability to learn software applications, particularly those used in event management and office operations. This includes proficiency with event management platforms like EMS and office productivity tools such as Microsoft Office Suite. The ability to learn and adapt to new technologies is essential for improving operational efficiency and optimizing workflows. Additionally, strong organizational skills and the ability to manage multiple tasks simultaneously are crucial, as this role requires handling various aspects of event coordination and housing logistics with accuracy and attention to detail. A clear understanding of organizational policies and procedures to ensure smooth operations and successful event execution is require
• The role requires excellent interpersonal skills, enabling to effectively communicate and build relationships with a wide range of individuals, including students, faculty, staff, and external clients. Strong verbal and written communication skills are vital for conveying information clearly and professionally across various mediums, including in person, via phone, and in writing. Must also be highly competent in managing quantitative tasks, such as handling event registrations, housing assignments, and financial transactions. Additionally, a strong proficiency in computer applications is essential, with the ability to learn new software tools as needed to streamline office operations and event management. These skills will ensure the coordinator's success in managing complex event schedules, tracking payments, and supporting departmental goals.
• Must possess the ability to work independently while adhering to written or verbal instructions. Effective multitasking and prioritization skills are essential, as this position requires managing a variety of tasks with varying deadlines. The ability to adapt to changing priorities and respond to unforeseen challenges is key to ensuring efficient task completion in a fast-paced environment. Furthermore, the coordinator will need to effectively coordinate work across departments, ensuring that the necessary resources and services are provided in a timely manner. Troubleshooting and problem-solving skills are critical for identifying and resolving issues promptly, whether dealing with event logistics or housing concerns. Must also be able to organize workload effectively, prioritize objectives, and exercise sound judgment in decision-making, based on an understanding of departmental policies and activities. A proven track record of being a collaborative team player is essential, as the role requires working with a variety of campus departments while balancing independent responsibilities. Lastly, the ability to evaluate office technology, business practices, and operational processes is important for continuous improvement and ensuring that the department runs smoothly and efficiently.
• Act 153 Clearances: Required.
  
  

Mandated reporter training; Required (upon hire). * Ability to work independently, to multitask and prioritize work load and task tasks and complete them in a timely manner. Ability to communicate with Dept. offices and schedule work assignments. Ability to troubleshoot issues and identify and implement a solution. Excellent analytical, troubleshooting and problem-solving skills. Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities. Proven record of team orientation with demonstrated ability to work both independently and collaboratively in a complex environment with constantly changing priorities. Ability to communicate effectively: orally, by phone, in person, and in writing. Ability to evaluate office technology and business practices. * Track record of achieving exceptional results * Detail oriented with ability to multi-task * Must have exceptional communication and relationship building abilities * YOUR COMPENSATION

New hires are typically brought into the organization at a salary between the range minimum and the salary range midpoint depending on qualifications, internal equity, and the budgeted amount for the role. Compensation is dependent upon qualifications and experience. This is a non-exempt position. The expected starting point hourly range is $17.50.

• THE HIRING PROCESS
  
  

Please submit a cover letter, resume, and provide contact information for three references to the Office of Human Resources, Allegheny College, 520 N. Main Street, Meadville, PA 16335 by e-mail to employment@allegheny.edu. Review of applications will begin immediately and will continue until the position is filled. An offer of employment is contingent upon the successful completion of a background check.

• ALLEGHENY COLLEGE
  
  

Allegheny College, founded in 1815, is one of the nation's most historic and innovative four-year colleges with the distinct requirement of completing a major and minor in different academic areas. This multidisciplinary learning celebrates students' unusual combinations of interests and provides creative, independent thinkers with a path for educational depth and intellectual growth, preparing them for a successful launch after graduation and even for careers that may not yet exist. Located in western Pennsylvania, 1.5 hours equidistant from Pittsburgh, Cleveland and Buffalo, Allegheny College is one of 40 colleges featured in Loren Pope's "Colleges That Change Lives" and recently ranked #4 by The Princeton Review in its Top 20 Best Private Schools for Making an Impact. In its 2025 rankings, U.S. News & World Report recognized Allegheny College as one of the country's top 100 national liberal arts colleges, with special distinctions including one of the top 10 best for senior capstone experience and one of the top 25 best for undergraduate research and creative activities.

Allegheny College is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. Women, veterans, individuals with disabilities, and members of other underrepresented groups are highly encouraged to apply. Allegheny does not discriminate on the basis of race, color, religion, gender, gender identity, gender expression, sexual orientation, age, or national origin.

Allegheny College is committed to providing access, equal opportunity and reasonable accommodations for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact the Director of Human Resources

Visit the Allegheny College Web Site at http://www.allegheny.edu

posted 3/27/2025