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Coordinator of Event Management

Westfield State University
Massachusetts, United States
Salary Not specified
Date posted
Feb 21, 2024

Coordinator of Event Management

About Westfield State University:

In 1839, Westfield State University was founded on the ideals of Horace Mann who sought to improve society through education. We were the first public education institution without barrier to race, gender or economic class. The spirit of innovative thinking and social responsibility is forged in a curriculum of liberal arts and professional studies contributing to the development of knowledge, skills, and character essential for students to become responsible leaders and engaged citizens.

Westfield State is a highly residential campus with approximately 55% of our 3,100 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Springfield, Northampton, and Amherst with a selection of museums, theater, collegiate and minor league sports, hiking trails, and restaurants. The University is within 1.5 hours of Boston and Albany and within 3 hours of New York City and the Green Mountain range of Vermont.

Thank You for Your Interest in Becoming a Westfield State Community Member

You are welcome here. You can advance your career and make a difference here. We invite you to bring your whole self and talents to Westfield State University. The University seeks applicants whose record of teaching, student advising, research, and administration positions them to contribute to the everyday practice of our institutional values.

Our Values

Westfield State commits to values that strengthen a common bond among all members of our community and promotes a rich campus environment.
  • Embrace Diversity - We treat all members of our community with dignity and respect.
  • Maintain Excellence and Integrity - We maintain excellence and integrity in all that we do.
  • Collaborate with Each Other - We make decisions in a transparent and collaborative manner.
  • Provide Accessible Education - We commit to providing an accessible, affordable public higher education for all.
  • Build a Strong Community - We are inclusive and ensure equity, supporting the personal development of all community members, and embracing multiple perspectives.
  • Engage the Outside Community - We support civic engagement in local, regional, and global initiatives.

Job Description:

Campus Title: Coordinator of Event Management
State Job Title: Staff Assistant
Department: Event Management
Job Code: HA5600
FLSA Status: Exempt
Funding: 7115-6014
Bargaining Unit: APA
Job Type: Full-Time Permanent
Timeframe: 52 Weeks
Shift: Monday - Friday, 9:00 am to 5:00 pm (occasional nights and weekends are required)
Regular Days Off: Saturday and Sunday
Supervision Received: The Coordinator of Event Management reports directly to the Director of Event Management.
Supervision Exercised: The Coordinator of Event Management assists with supervision of summer conference aids and summer conference group programming.
Salary: $55,000.00 to $60,000.00 (salary commensurate with education and experience)

General Statement of Duties: The Coordinator of Event Management will be responsible for review of weekly event schedule and provide weekly reports to all service departments for smooth event operation. Assist faculty and staff with use of EMS or equivalent scheduling software used by the University. Engage with internal and external constituents and assist with booking and execution of events/meetings on campus. Coordinate with externally contracted event vendors providing services for approved campus events. Assist with summer conferencing programs.

Duties and Responsibilities:
Duties include but not limited to:
  • Assist Director in consultation with potential clients to plan and execute event requirements
  • Daily review of event reports, contact faculty, staff or external constituents to collect any missing information to maintain accurate records
  • Communications with University service departments to execute event requests
  • Ability to work with clients to determine and anticipate client needs for event execution
  • Completes catering reservations for external constituents using catering software
  • Assist the Director with Presidential events and large scale, campus wide events including Commencement, Homecoming and any special events at the request of the President.
  • Provide administrative support as needed, i.e. external vendors, contracts for services
  • Ability to work occasional nights and weekends are required
  • Excellent organizational skills and attention to detail
  • Excellent communication and interpersonal skills
  • Knowledge of Microsoft Office document formats
  • Ability to work at a fast pace
  • Serve as main contact for selected events


  • A bachelor's degree in hospitality or event/planning management or an associate's degree with 3 years' experience in event coordination/planning or hospitality
  • Knowledge of scheduling software
  • Prior work experience in a University or hospitality environment
  • Ability to work nights and weekends required; day schedule will be flexible to adjust to required attendance at night and weekend events

Physical Requirement:
  • Possible prolonged periods of standing and walking
  • Working in a crowded and busy environments
  • Ability to remain calm under pressure and deal with unexpected situations with creative solutions
  • Ability to work indoors and outdoors for the purpose of event execution

Additional Information:


Salaries for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining agreements as well as state policies. State job specifications may be found on the Department of Higher Education's webpage.

Employee Benefits:

Benefits are an important component of an employee's total compensation package.
  • Health Insurance: Westfield State offers a variety of HMO, POS, and PPO-type health insurance plans for eligible employees with coverage effective on the 1st of the month following the 60 days of employment.
  • Retirement: the MA State Employee Retirement System provides eligible employees with a retirement pension following a 10-year vesting period. In lieu of the retirement pension, eligible employees may select the Optional Retirement Plan with a maximum 5% employer matching contribution.
  • Tuition Waivers & Discounts: eligible employees, including spouses and dependent children, receive reduced tuition at MA state colleges, community colleges, and universities.
  • Paid Time Off: employees receive 11 paid holidays and generous vacation, personal, and sick leave benefits.
  • Additional information regarding employee benefits is available on the University's Benefits & Wellness webpage.

Disability Accommodations

Westfield State University is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at (413) 572-8809 or visit us in the Horace Mann Building, 1st floor.

Background Check

Employment is contingent upon the successful completion and review of a background check. A criminal record will not automatically disqualify an applicant from consideration.

Application Instructions:

An on-line application is required. The successful candidate must submit an official transcript at the time of hire. Interested candidates should electronically attach the following documents:
  • Resume
  • Cover Letter
  • Contact information for three references *
  • Copy of unofficial transcript of highest degree

* Provide the contact information for reference providers in the reference section of the online application.

Deadline: The job posting will be open a minimum of ten days and, if needed, will remain open until finalists have been selected.

NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us.

To apply, visit jeid-40530175e1068443ba7ebe9e3fa6ede8

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