Event Coordinator

About This Role

The Department of Civil Engineering & Carl R. Ice College of Engineering is seeking an Event Coordinator. Duties include:

• Plans, coordinates and executes conferences for the Carl R. Ice College of Engineering Civil Engineering department.
• Act as the primary point of contact for event clients, vendors, speakers, donors, moderators, exhibitors, volunteers, and staff-from initial inquiry through post-event follow-up.
• Develop tailored event plans and timelines that align with client goals and university policies.
• Build and manage event registration systems, track attendance data, and coordinate event communications.
• Design and execute comprehensive event marketing campaigns.
• Oversee event contracts, budgets, and invoicing processes.
• Lead regular team meetings and project committees to ensure alignment, track progress, and delegate responsibilities effectively.
• Create graphic assets for events, including signage, email campaigns, flyers, save-the-dates, and web content.
• Develop and implement strategies to promote sponsorship opportunities.
• Coordinate travel arrangements and accommodations for speakers, VIPs, and guests.
• Manage day-of-event logistics, including setup, troubleshooting, and on-site support.
• Supervise and train student workers or volunteers involved in event execution.
• Maintain post-event evaluations and reporting to inform future planning.

About Us

Kansas State University offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, paid time off – vacation, sick, and holidays. To see what benefits are available, please visit: https://www.k-state.edu/hcs/benefits. 

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 bachelor's degree. This position may use an educational equivalency as determined relevant by a hiring manager.

Preferred Qualifications:

• Master's Degree
• Two years of relevant experience.
• Strong understanding of industry standards and best practices.
• Excellent communication and problem-solving skills.
• High attention to detail and organizational accuracy.
• Familiarity with billing, accounting, and general office procedures.
• Experience with contract negotiation and vendor agreements.
• Proven ability to collaborate effectively across teams and departments.
• Demonstrates a strong sense of urgency, prioritization, and follow-through.
• Self-motivated and proactive, with the ability to anticipate needs and manage multiple tasks and deadlines independently.
• Experience in preparing detailed budgets and development of marketing materials including to sponsors and exhibitors.
• Knowledge of the engineering profession and their education needs.
• Previous experience in conceptualization and development of new conferences.
• National Event planning experience.

Sponsorship eligibility:

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

How to Apply

Please submit the following documents:

• Cover letter
• Resume
• List of 3 or more Professional References

Application Window

Applications close on November 3, 2025. 

Anticipated Hiring Pay Range

$45,000 - $55,000