Event Coordinator

Job Description

The Opportunity 

The Event Coordinator supports the Daytona Beach campus by coordinating a wide range of externally and internally sponsored events. Reporting to the Manager of Campus Events, this role ensures seamless planning, execution, and evaluation of conferences, camps, internships, and institutional events while supporting university branding and administrative operations.

Key Responsibilities

Event Coordination & Client Management

• Serve as the primary point of contact for external clients, summer camps, and internal internship programs.
• Coordinate logistics for conferences and group events in alignment with university policies and standards.
• Consult with clients to define event goals, timelines, and service requirements.
• Collaborate with campus partners (Campus Safety, IT, Catering, Housing, Student Union, Creative Services, etc.) to ensure successful event execution.
• Manage event scheduling and communications through the university event management system (SchedulER).
• Partner with the Budget Office to support billing accuracy, revenue tracking, and financial reporting.
• Identify opportunities to improve processes and enhance the client experience.
• Participate in cross-training across all aspects of event planning and execution.
• Progressively assume ownership of smaller events and components of larger programs, with the expectation of independently managing select events within 6–12 months.

University Trademark & Licensing Support

• Assist with administration of the University’s trademark and licensing program to support brand compliance and revenue initiatives.
• Review and assist with approval of artwork submissions via the Affinity Gateway licensing portal, as delegated.
• Support review of student organization artwork submissions within Campus Groups prior to licensing approval.
• Participate in university-sponsored trade shows and related events (approximately 2–3 times annually).

Administrative Operations

• Maintain and update the campus event management system (SchedulER).
• Process requisitions and maintain accurate documentation for event-related expenses.
• Maintain organized records, reports, and event files.
• Participate in planning and logistics meetings.
• Support revenue tracking, forecasting, and annual budget preparation.
• Ensure accurate data entry throughout all phases of event planning, execution, and closeout.

Campus Event Support

• Assist in planning and execution of major university events, including Commencement, Convocation, Homecoming, Family Weekend, and the Presidential Speaker Series.
• Coordinate with campus departments to support venue setup, logistics, and resource management.

About us 

For over 100 years, Embry-Riddle has been the world's leading aviation and aerospace university, educating more than 30,000 students across residential campuses in Daytona Beach, Florida, and Prescott, Arizona, as well as through a global network of Worldwide locations and online programs. With more than 165,000 alumni around the world, our impact reaches every corner of the aerospace, aviation, defense and technology industries. 

Today, our faculty, researchers and professional staff are advancing innovation across aviation, space, artificial intelligence, cybersecurity, autonomous systems and next-generation engineering. Working alongside industry leaders, government agencies and innovators, they are solving real-world challenges and shaping the technologies that will define tomorrow. 

Whether you are an educator, researcher, administrator, technologist or industry professional, your work at Embry-Riddle will contribute to something bigger than a job. Join a community driven by discovery, purpose and excellence—and help shape the future of aerospace. 

• Generous Time Off: Enjoy up to 18 days of paid leave in your first year, including 3 days granted upon hire and 15 days accrued throughout the year. You'll also receive 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day. 
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26. 
• Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution – with no vesting period. 
• Personal Leave: Relax with 15 days of personal leave for non-exempt employees or 18 days for exempt full-time employees in your first year.  

Compensation 

 
The annual salary range for this role is up to $45,000-$50,000. The final offer will be based on the candidate’s skills, qualifications, and experience, as well as applicable state regulations, internal equity, and business needs, and may fall outside of the stated range.

Qualifications

Required Education and Qualifications: 

• Bachelor’s degree in Event Management, Hospitality, Business, or related field; or equivalent experience (minimum 3 years in event planning or coordination).
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently and collaboratively across departments.
• Strong time management skills with the ability to meet deadlines.

Preferred

• Experience with event management systems (25Live or similar platforms preferred).
• Experience in higher education, conference services, or large-scale event coordination.

Work Environment & Requirements

• Flexible schedule required, including evenings and weekends.
• Ability to travel out of state for events and trade shows (2–3 times annually).
• Must have reliable transportation.
• Ability to lift and transport materials up to 25 pounds on occasion.

Application process/requirements 

To submit your application for this opportunity, please visit the Embry-Riddle Career Site and search for requisition number R312244. Please attach all relevant materials to your application when you apply online. Complete submissions include: 

• Cover letter 
• Full Resume 
• Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process) 

Current Embry-Riddle employees: Please apply directly through the ERAU Employee Hub Central application within Workday. 

Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty, staff, and students are treated fairly and provided equal opportunities for employment, advancement, compensation, training, and other benefits of employment. Embry-Riddle makes employment decisions — including hiring, promotions, compensation, and other terms of employment — based on individual merit, qualifications, and abilities. Embry Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website. 

Embry-Riddle is not seeking assistance from staffing or recruitment agencies. All agencies are directed to contact [email protected] and should not reach out to hiring managers or staff.