The Employer
Seminary of the Southwest, located in the heart of Austin, Texas, is a triple-accredited institution of higher education offering four master’s degree programs in religion, clinical mental health counseling, chaplaincy, pastoral care, and spiritual formation.
Its mission is to form people for vocations in ministry, service, and healing. Graduates of the seminary serve God's mission in parishes, dioceses, hospitals, clinical mental health settings, non-profit organizations, the U.S. military, and beyond.
The seminary has approximately 130 enrolled graduate students, one-half of whom reside on campus, and an additional 220 through non-degree programs for local formation and training across more than 32 Episcopal dioceses in the U.S.
Work Location
The Events Coordinator works on-site at Seminary of the Southwest’s 10-acre campus located two blocks north of the University of Texas at Austin.
Part-time Position, Working Hours
This is a part-time position with occasional on-campus evening and weekend event supervision requirements. The candidate will maintain routine office hours on a reasonably flexible schedule ranging from 15-23 hours per week.
Overview
Energize your career as an Event Coordinator, where your passion for creating memorable experiences meets your talent for seamless execution. In this role at the seminary, you will lead the planning, organization, and management of varied events, ensuring every detail aligns with institutional expectations and organizational standards. Your proactive approach and exceptional communication skills will drive successful event delivery, fostering positive relationships with students, faculty, staff, and guests alike. Join Seminary of the Southwest in Austin to craft events that leave lasting impressions and promote our mission to form people for vocations of ministry, service, and healing.
Position Summary
The Events Coordinator is responsible for coordinating, supporting, and executing seminary events and special programs that advance the institution’s educational, community, fundraising, recruitment, student engagement, and public-relations objectives. Working under the direction of the executive vice president and in collaboration with others, the events coordinator provides comprehensive logistical and administrative support for events ranging from small meetings and receptions to major institutional functions, ceremonies, conferences, lectures, community gatherings, and other special events.
The position serves as a central point of coordination among seminary departments, administrators, faculty, staff, students, vendors, guests, and community partners. The events coordinator is expected to provide professional, courteous, and detail-oriented service while ensuring that events are organized efficiently, presented professionally and within budget, and conducted in accordance with seminary policies and standards.
Because some seminary events occur outside normal business hours, the position requires occasional evening and weekend work, including attendance at events when necessary.
Essential Duties and Responsibilities
1. Event Planning and Coordination
- Coordinate the planning and execution of seminary-sponsored events and special programs.
- Assist the executive vice president and other seminary leaders in developing event plans, timelines, schedules, catering and food services, hospitality, and logistical requirements.
- Coordinate event details including dates, locations, room reservations, setup, seating, audiovisual needs, catering, parking, signage, registration, décor, photography, security, and cleanup.
- Develop event checklists and timelines to ensure that required tasks are completed on schedule.
- Monitor event deadlines and follow up with responsible individuals and departments.
- Assist with preparation of event agendas, programs, invitations, registration materials, name badges, place cards, signage, and other event-related materials.
- Conduct site visits and walkthroughs to assess event logistics and identify potential issues before an event.
- Assist with event setup and breakdown before and after events as needed.
2. Coordination with Seminary Departments
- Serve as a liaison among departments involved in planning and supporting seminary events.
- Coordinate with facilities, information technology, audiovisual services, campus safety, food services, communications, admissions, advancement, community life, and other departments as appropriate.
- Communicate event requirements clearly and professionally to faculty, staff, students, vendors, and other participants.
- Maintain a centralized calendar of assigned events and communicate schedule changes promptly.
- Help ensure that events do not conflict with other significant seminary activities.
3. Vendor and Service Coordination
- Assist with identifying, communicating with, and coordinating vendors and internal and external service providers.
- Obtain pricing, proposals, and availability.
- Coordinate catering, rentals, entertainment, transportation, photography, audiovisual services, printing, décor, and other event-related services.
- Confirm vendor arrangements and delivery schedules prior to events.
- Assist with ensuring that vendors comply with applicable seminary requirements, policies, and contractual expectations.
- Communicate event-day instructions and logistical information to vendors.
4. Event-Day Support
- Serve as an on-site seminary representative at assigned events.
- Arrive sufficiently early to verify that facilities, equipment, catering, signage, registration areas, and other arrangements are ready.
- Assist with registration and greeting of guests.
- Provide directions and information to attendees, speakers, dignitaries, vendors, and other participants.
- Coordinate event activities according to the established schedule.
- Troubleshoot routine event problems and promptly communicate significant issues to the executive vice president or appropriate administrator.
- Assist speakers, presenters, performers, and special guests with logistical needs.
- Monitor the event throughout its duration and help ensure a professional and welcoming environment.
- Assist with event closing, cleanup, equipment return, and facility restoration.
5. Administrative Support
- Maintain organized electronic and physical files related to events.
- Prepare correspondence, invitations, schedules, agendas, checklists, purchase requests, and other administrative documents.
- Track event-related expenses and assist with maintaining accurate records.
- Process or coordinate purchase orders, invoices, reimbursements, and other event-related documentation in accordance with seminary procedures.
- Maintain contact lists for vendors, speakers, community partners, and other event stakeholders.
- Assist with preparing post-event reports and summaries.
- Maintain records of event attendance and other information as requested.
6. Communications and Promotion
- Coordinate with the appropriate seminary personnel regarding event announcements and promotional materials.
- Assist with preparing event invitations, email communications, flyers, programs, social media information, and website content as appropriate.
- Ensure that event information is accurate, timely, professional, and consistent with seminary branding and communication standards.
- Assist with RSVP and registration processes.
- Communicate changes in event calendars, schedules, locations, or other important information to participants.
7. Special Events and Institutional Functions
The events coordinator may assist with a variety of institutional events, including but not limited to:
- Presidential and executive leadership events
- Board of Trustees meetings and related functions
- Commencement and graduation activities
- Convocations and academic ceremonies
- Lectures and guest-speaker programs
- Weekly student community hour
- Conferences and workshops
- Alumni and donor events
- Admissions and prospective-student events
- Faculty and staff functions
- Student activities and campus programs
- Community outreach events
- Receptions and dinners
- Awards ceremonies
- Holiday and seasonal events
- Fundraising and advancement events
- Other special events designated by the executive vice president
8. Guest and Constituent Relations
- Provide courteous and professional assistance to guests and visitors.
- Help create a welcoming and positive experience for prospective students, families, alumni, donors, trustees, community leaders, speakers, and other constituents.
- Exercise appropriate discretion when interacting with VIPs and other sensitive or high-profile guests.
- Maintain confidentiality concerning seminary business and event-related information.
9. Safety, Compliance, and Risk Management
- Follow all applicable seminary policies and procedures.
- Coordinate with appropriate seminary personnel regarding event safety, accessibility, emergency procedures, parking, security, and crowd management.
- Help identify and report potential safety or logistical concerns before and during events.
- Ensure that event arrangements accommodate individuals with disabilities when applicable.
- Follow applicable requirements concerning contracts, purchasing, insurance, beverage service, facilities use, and other event-related matters.
- Immediately report significant incidents or concerns to the executive vice president.
10. Other Duties
- Perform other related duties and special projects as assigned by the executive vice president.
- Provide flexible administrative and operational support to the Office of the Executive Vice President as needed.
- Participate in seminary committees, planning meetings, or special initiatives when requested.
Required Qualifications
- High school diploma or equivalent required.
- Associate’s or bachelor’s degree in event management, hospitality, business administration, communications, public relations, higher education administration, or a related field preferred.
- Prior experience in event coordination, administrative support, hospitality, customer service, higher education, nonprofit organizations, or a related field preferred.
- Demonstrated ability to organize multiple activities, deadlines, and priorities simultaneously.
- Strong written and verbal communication skills.
- Strong interpersonal and customer-service skills.
- Proficiency with Microsoft Office or comparable productivity software.
- Ability to learn and effectively use event registration, scheduling, calendar, database, and other administrative software.
- Ability to work independently while also functioning effectively as part of a team.
- Strong attention to detail and follow-through.
Preferred Qualifications
- Experience coordinating events in a seminary, university, nonprofit, corporate, hospitality, or community setting.
- Experience working with senior executives, trustees, donors, alumni, community leaders, other high-level constituents, students, faculty, and staff.
- Experience coordinating conferences, receptions, ceremonies, dinners, or institutional events.
- Familiarity with event registration platforms, scheduling systems, audiovisual technology, and virtual meeting platforms.
- Experience coordinating vendors and service providers.
- Experience event budgeting and expense tracking.
- Experience working with diverse constituencies in a professional environment.
Knowledge, Skills, and Abilities
The successful candidate should demonstrate:
- Organization: Ability to manage detailed event logistics and competing priorities.
- Communication: Ability to communicate clearly, professionally, and courteously with diverse individuals at all levels of the seminary and with external constituents.
- Customer Service: Commitment to providing a welcoming, responsive, and professional experience for guests.
- Attention to detail: Ability to identify errors, anticipate logistical needs, and ensure that event details are accurate.
- Problem solving: Ability to remain calm and resourceful when unexpected issues arise.
- Time management: Ability to meet deadlines and effectively manage multiple events and assignments.
- Judgment: Ability to exercise sound judgment and know when to escalate an issue to the Executive Vice President or another administrator.
- Confidentiality: Ability to handle sensitive institutional and personal information appropriately.
- Technology: Ability to use standard office technology and learn event-management and administrative systems.
- Teamwork: Ability to work collaboratively with administrators, faculty, staff, students, vendors, and community partners.
- Professionalism: Ability to represent the seminary positively and professionally at all times.
Physical and Work Environment Requirements
The position requires the ability to perform duties in both office and event environments. Duties may include:
- Sitting and working at a computer for periods of time.
- Standing and walking for extended periods during events.
- Moving throughout campus facilities and event locations.
- Occasionally lifting, carrying, or moving event materials and supplies weighing up to approximately 25 pounds, with assistance for heavier items.
- Assisting with event setup and breakdown.
- Working indoors and outdoors depending upon event requirements.
- Working occasional evening and weekend hours.
- Adjusting work schedules to accommodate special events, including events outside the employee’s normal part-time schedule.
Reasonable accommodations may be made for qualified individuals with disabilities to enable them to perform the essential functions of the position.
Work Schedule
This is a part-time position, with the regular work schedule established in consultation with the executive vice president.
Because seminary events frequently occur outside traditional business hours, the position requires occasional evening and weekend work. Advance notice will generally be provided when practicable; however, flexibility is required to respond to changing event schedules and institutional needs.
The specific number of weekly hours and work schedule will be established based on the seminary’s operational and event needs.
Reporting Relationship
The events coordinator reports directly to the executive vice president and works collaboratively with other seminary administrators, faculty, staff, students, vendors, and external partners as necessary to fulfill assigned responsibilities.
Performance Expectations
Successful performance in this position will be demonstrated by:
- Events being planned and executed in an organized, timely, and professional manner.
- Accurate and timely completion of event-related administrative responsibilities.
- Effective communication with internal and external stakeholders.
- Positive and professional treatment of guests and constituents.
- Effective coordination of vendors and campus resources.
- Prompt identification and resolution or escalation of event-related problems.
- Accurate maintenance of event records, schedules, and documentation.
- Consistent adherence to seminary policies and procedures.
- Dependable attendance and flexibility, including the ability to work occasional evenings and weekends.
- Positive representation of the seminary at institutional events.
Equal Employment Opportunity
The seminary is an equal opportunity employer and is committed to providing equal employment opportunities to all qualified individuals without regard to legally protected status under applicable federal, state, or local law. The Seminary seeks to maintain a professional, respectful, and inclusive work environment for employees, students, and members of the Seminary community.
Disclaimer
This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position. The duties and responsibilities may be modified, expanded, or otherwise adjusted by the Seminary as institutional needs require.
Pay: $23.00 - $27.00 per hour
Benefits:
Application Question(s):
- Are you available to work occasional evening hours up to 9:00 p.m.? The seminary occasionally hosts evening dinners and receptions during long-session academic semesters; the candidate must be available to work these occasional events.
- Are you available to work infrequent Saturday or Sunday events during long-session academic semesters? The seminary occasionally hosts a dinner or reception on a Saturday or Sunday during long-session academic semesters; the candidate must be available to work these occasional events.
- This is a part-time position working 15-23 hours per week. Are you looking for this kind of part-time assignment?
Education:
Shift availability:
- Day Shift (Required)
- Night Shift (Required)
Ability to Commute:
- Austin, TX 78705 (Required)
Work Location: In person
