Campus Events Coordinator

Earlham College is a Top 100 National Liberal Arts College located in Richmond, IN, a small city that's just a short drive away from several major metropolitan areas including Dayton, Cincinnati, Indianapolis and Chicago.

Richmond and Earlham have a symbiotic relationship. Through research, studies, internships and volunteering, Earlhamites offer Richmond expertise and service as Richmond offers our students the chance to gain valuable, real-world experience. Our community assumes no religious affiliation but follows Quaker principles and practices, which include respect for persons, integrity, a commitment to peace and justice, simplicity, and consensus-based community decision-making. Earlham is committed to and proud of being a diverse and inclusive place most clearly visible in our student body: 20% of our student body are international, coming from 60 nations in 2022, and 24% are domestic students of color. Faculty and staff also bring tremendous diversity to the College; many have lived and worked outside the United States, and they make a point of drawing on those experiences in their interactions with students. Additionally, Earlham makes it a priority to serve as a safe and welcoming place for LGBTQ communities and has a four-star rating on the Campus Pride Index. Our community is characterized by respect for every person and a commitment to social justice. Equity and inclusion are central to Earlham's institutional priorities and our leadership is committed to widening the path to an Earlham education.

Earlham College is seeking a Campus Events Coordinator to join our team!

Position Summary:

The Campus Services Coordinator will provide essential support to the Campus Services and Information Technology Services (ITS) departments. This position involves a range of duties, including administration of the room scheduling system, financial processes, and project/event tracking. The successful candidate will demonstrate strong organizational skills, attention to detail, and the ability to work collaboratively across departments, with a focus on project management.

Primary Duties & Responsibilities:

Room Scheduling Administration:

• Serve as the primary administrator for the Colleges room scheduling tool, ensuring data accuracy and functionality.
• Provide training and support to faculty, staff, and students on the use of the scheduling system.
• Work with stakeholders to resolve scheduling conflicts and optimize space utilization.
• Maintain up-to-date documentation on scheduling procedures and policies.

Events Operations

• Serve as a point of contact for inquiries related to college events, ensuring timely responses.
• Deliver exceptional customer service with event execution including, but not limited to, client meetings, day-of preparation, and front-of-house duties.
• Maintain organized records and documentation for projects and events.
• Share administrative oversight for meetings, including scheduling, preparing agendas, and taking minutes.
• Identify issues and initiate steps to alleviate interruptions to event timeline.

Campus Services Coordination:

• Assist with processing invoices, tracking expenditures, and managing budget-related documentation
• Coordinate with vendors and service providers, as needed.
• Track tasks and projects, ensuring timely follow-ups and completion of deliverables, applying project management principles as needed.
• Provide staffing and coverage for other parts of Campus Services, such as the mail center and campus store, as needed.
• Other duties as requested.

• Associate's degree or higher preferred.
• Minimum of 2 years of administrative support experience, preferably in a higher education setting.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling software.
• Excellent organizational and time management skills with the ability to prioritize multiple tasks.
• Strong communication and interpersonal skills, with a customer- service orientation.
• Ability to handle confidential information with discretion and professionalism.
• Strong analytical and problem-solving skills with the ability to proactively anticipate and mitigate potential event conflicts.
• Demonstrated professional demeanor with a positive attitude and strong commitment to customer service.
• Experience with financial processes such as invoice processing and budget tracking is a plus.
• Experience with event (audiovisual) technical support is a plus.

Work Environment:

• This position primarily operates in an office setting with occasional event-related responsibilities that may require flexibility in work hours.
• Occasional lifting of materials, equipment, and supplies related to events will be required.

Applicants must be legally authorized to work in the United States at the time of hire. Unfortunately, this position is not eligible for employer-sponsored work authorization, as the department is unable to provide sponsorship at this time.

Benefits Working at Earlham:

• Medical, Dental, and Vision Insurance*
• Company paid Long-Term Disability after 1 year of full-time service*
• Basic and Voluntary Life insurance*
• Employee Assistance Program*
• Campus Store Discount
• Free ticket vouchers for Richmond Symphony Orchestra
• Wellness Center Free Membership or Discount for eligible employees
• Athletic Games-Free entry to all home games
• Free entry into most Theatre/Music shows
• Tuition Benefits for Immediate Family for eligible employees*
• 403(b) Retirement* For eligible employees, Earlham will contribute a non-elective contribution equal to 5% of gross pay after 2 years of service. After 3 years of service, this non-elective contribution increases to 8%. Vesting credit is available for new employees with previous service in the education sector with required documentation.
• Many Wayne County Chamber of Commerce member businesses offer discounts to anyone with an Earlham ID
• All employee benefit offerings are subject to employee eligibility per plan documents.

The review of applications will begin immediately and continue until the position is filled.

To Apply

• Please submit the following application materials through our Earlham Careers Portal
• Cover letter
• Resume
• List of Three References with Contact Information

Earlham College is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, age, disability, veteran status, genetic information, or religion in its employment policies. In addition, Earlham explicitly prohibits discrimination based on sexual orientation, gender identity, and gender expression, in accordance with Title IX, Title VI, Title VII, and other applicable state and federal laws. As an institution with a Quaker identity, Earlham encourages applications from members of the Religious Society of Friends (Quakers).

Earlham's Work Authorization Policy

Earlham utilizes E-Verify to confirm employment eligibility for all newly hired employees within the United States.