Event Coordinator

About This Role

This position oversees planning, coordinating, and executing conferences, meetings, and special events for the Department of Agricultural Economics. Serves as a liaison to university groups affiliated with the event, vendors, and external constituents. Provides organizational leadership for conferences, workshops, meetings, public functions and other special events. This role will plan a range of special events and make administrative decisions regarding those events. Must apply knowledge of event planning principles, cost analysis, facilities requirements, equipment needs, and resource management. Will manage a budget for events. The Event Coordinator works collaboratively to ensure events are well-organized, professionally executed, and provide a positive experience for attendees. This position will work to support directors for various programs important to the success of the department.

Essential Duties and Responsibilities:

• Plan, coordinate, and execute meetings, conferences, workshops, educational events, ceremonies, receptions, and special events.
• This position will take phone calls and emails and route various requests as needed to the appropriate contact, which may include the Director of Farm and Ranch Transition, an Extension Team member, the Executive Education Director, or faculty. 
• Develop and manage event timelines, project plans, and production schedules to ensure timely completion of all event activities.
• Coordinate event logistics including venue selection, room layouts, catering, audiovisual needs, transportation, parking, signage, registration, and accommodations.
• Manage event budgets by tracking expenses, processing invoices, and ensuring expenditure remains within approved funding.
• Identify, negotiate, and coordinate with vendors, contractors, and service providers while maintaining positive working relationships.
• Develop registration processes and manage attendee communications before, during, and after events.
• Design, prepare, copy, and disseminate programmatic and educational materials, including flyers, brochures, promotional publications, invitations, event programs, name badges, signage, and other marketing materials to support departmental programs, services, and events.
• Coordinate the development and distribution of event marketing materials in collaboration with communications and marketing staff.
• Identify and utilize appropriate communication channels and advertising opportunities to increase awareness and engagement for departmental initiatives and educational events.
• Work with other extension professionals or county extension offices and send press releases to get information to potential clients.
• Recruit, train, and supervise volunteers, temporary staff, or event assistants as needed.
• Assist with organizing and facilitating multiple tax schools.
• Serve as the primary point of contact during events, addressing issues, troubleshooting problems, and ensuring a high level of customer service.
• Conduct post-event evaluations, collect participant feedback, and prepare reports with recommendations for future improvements.
• Maintain event records, contracts, vendor information, attendance data, and other required documentation.
• Ensure compliance with organizational policies, safety procedures, accessibility standards, and applicable regulations.
• Build and maintain positive relationships with internal and external stakeholders. Maintain client files as necessary and keep records of requests and what services were utilized for impact reporting of grants as necessary.
• Perform other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of event planning principles, project management practices, and event logistics.
• Strong organizational and time management skills with the ability to manage multiple projects simultaneously.
• Excellent written and verbal communication skills
• Strong interpersonal and customer service skills with the ability to work effectively using professionalism with diverse audiences.
• Ability to prioritize competing deadlines while maintaining attention to detail.
• Demonstrated problem-solving and decision-making skills.
• Ability to work independently and collaboratively within a team environment.
• Proficiency with Microsoft Office Suite and event management or registration software.
• Ability to manage budgets and maintain accurate financial records.
• Flexibility to work evenings, weekends, and occasional travel as required for events.

About Us

The Department of Agricultural Economics has a rich tradition of service to agriculture and related fields dating back to 1912 when the university organized the division of Agriculture and formed the Department of Farm Management, which was the forerunner for our department as it exists today. Over time, the department has developed two undergraduate majors in Agricultural Economics and Agribusiness, as well as academic minors; a Master of Science in Agricultural Economics degree; a fully online Master of Agribusiness degree; and a Ph.D. in Agricultural Economics.

Worksite Description

This position is On-site.

All employees must reside in the United States when they begin working to comply with state law. K-State is unable to provide remote or hybrid work opportunities for residents of the state of Idaho.

What You'll Need to Succeed

Minimum Qualifications:

• Requires a high school diploma (or equivalent) and four years of relevant experience. Requirements may be met through a combination of work experience and education.
• Valid driver's license

Preferred Qualifications:

• Bachelor's degree in Event Management, Hospitality, Business Administration, Communications, Marketing, Public Relations, or a related field.
• Professional experience coordinating events, conferences, meetings, or programs.
• Experience coordinating large-scale or multi-day events, taking registrations, managing logistics, and the ability to navigate change.
• Experience managing event budgets and vendor contracts.
• Familiarity with customer relationship management (CRM) systems and online event registration platforms.
• Project management experience or certification.
• Experience working in higher education, nonprofit organizations, or corporate environments.

Additional Role Information:

• Ability to set up, tear down, coordinate, move, and produce materials as well as drive and lift materials up to 25 lbs.

Sponsorship eligibility:

Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship

How to Apply

Interested applicants should submit the following materials:

- Cover Letter
- Resume
- Name and contact information for three professional references.

Application Window

Applications close on: September 1, 2026

Anticipated Hiring Pay Range

$57,000-$65,000