Description:

PR Coordinator

Communication & Marketing

University Ceremonies & Events

The Division of Public Relations and Marketing Communications (PRMC) at Georgia State University is hiring an Event Coordinator in the University Events Management department. Reporting to the Director of University Events Management, the selected candidate will provide professional-level planning, operational coordination, and administrative management for University-wide annual and special events.

In this dual-capability role, the selected candidate will serve as the primary scheduler and operational contact for all UEM-managed venues (including Centennial Hall spaces and the University Club at Edgewood)-overseeing venue intake, managing complex event calendars, and collaborating directly with internal clients on space layouts and logistical needs. Simultaneously, the Event Coordinator will independently plan and execute an assigned portfolio of high-profile university events. Key responsibilities include building digital event registration systems, coordinating extensively with PRMC teams for event collateral and signage, tracking event budgets and expenses, and managing venue revenue and interdepartmental budget transfers for assigned spaces.

Responsibilities include:

1. Venue Management & Internal Scheduling (50%)

• Calendar Management: Oversee the intake, scheduling, and calendar reservations for clients utilizing event spaces managed by University Events Management (Centennial Hall, University Club at Edgewood, etc.).
• Revenue Management: Facilitate internal client payments and work alongside the business manager to process budget journal transfers.
• Operational Liaison: Coordinate day-to-day facility logistics by routing technical needs to the AV/IT teams and physical setup requirements to the Facilities team.
• Policy Adherence: Ensure internal clients understand and adhere to venue usage guidelines and institutional space-use policies.

2. Event Planning & Cross-Departmental Coordination (40%)

• Lifecycle Logistics: Manage the end-to-end logistics for assigned portfolio events (e.g., University Club at Edgewood Series, Groundbreaking Ceremonies, Grand Openings/Ribbon Cuttings).

• PR & Marketing Liaison: Collaborate with Public Relations and Marketing Communications (PRMC) teams for the design and production of event signage, digital/print invitations, and collateral.
• Registration & Guest Data: Build and manage digital RSVP pages. Oversee data intake, track guest lists, manage seating charts, and compile dietary restrictions for catering teams.
• Institutional Protocol: Ensure all event logistics align with university traditions, branding guidelines, and presidential protocol.
• On-Site Operations: Lead setup, vendor arrivals (catering, rentals), registration desk operations, guest flow, and post-event breakdown to ensure institutional quality standards are met.
• Volunteer Oversight: Direct and supervise student assistants/volunteers assigned to event tasks on-site, ensuring adherence to department guidelines and professionalism.
• Feedback Collection: Manage the onsite distribution and collection of physical & digital survey instruments and feedback tools to capture attendee data.
• Expense Tracking: Monitor individual event budgets, log expenditures, and maintain meticulous spending records to ensure events stay within assigned fiscal parameters.
• Financial Processing: Facilitate vendor invoices, purchase orders, and payment processing, assisting with the final reconciliation process.

3. Departmental Support (10%)

• All-Hands Initiatives: Assist with large-scale, all-hands department initiatives (e.g., Commencement, Convocation, etc.) as needed.
• General Support: Provide comprehensive operational support to the department as directed by leadership.
• Other Duties: Perform other duties as assigned by department leadership.

Disclaimer:

This job requisition provides a high-level job definition. It is not intended to provide a comprehensive or exclusive list of job duties.

As such, job duties and/or responsibilities within the context of this job requisition may change at the discretion the employee's direct supervisor.

Qualifications:

Minimum Hiring Requirements:

• Bachelor's degree and two years of related experience.

Preferred Hiring Qualifications:

• Higher Education Experience: Prior experience planning events or managing logistics within a college or university setting, with a foundational understanding of academic traditions and executive protocols.
• Technology Proficiency: Demonstrated experience working with digital event registration/RSVP tools and proficiency in the Microsoft Office Suite.
• Communication & Collaboration: Exceptional interpersonal and customer service skills, with a proven track record of collaborating effectively across diverse departments (such as creative, marketing, and facilities teams).
• Operational Adaptability: Ability to remain calm under pressure, manage shifting priorities, and problem-solve real-time logistical issues during live events.
• Fiscal Familiarity: Basic experience monitoring project budgets, tracking itemized expenditures, and processing vendor invoices or interdepartmental fund transfers.
• Design & Collateral Workflow: Experience collaborating directly with creative teams (like PR, marketing, or print communications) to shepherd production timelines for digital and print assets. Experience or familiarity working with design tools such as Canva and Adobe Creative Cloud.
• On-Site Leadership: Experience directing the on-site tasks of student workers, temporary event staff, or volunteers in a professional environment.
• Reservation Systems: Experience working with institutional reservation and space scheduling platforms, such as 25Live, EMS, or comparable systems.
• Project Management Software: Familiarity with utilizing collaborative project management software (e.g., Microsoft Teams, Basecamp, Asana) to track event production timelines and milestones.
• Data & Feedback Software: Experience building and deploying data collection software or assessment tools, such as Qualtrics or QuestionPro, to gather attendee feedback.
• Web Content Tools: Functional experience working with web builders and content management systems, such as WordPress, to update or maintain digital event presence.
• Physical & Schedule Demands: Ability to work a flexible schedule including occasional evenings and weekends for event execution; ability to lift, move, and set up event materials.
• Reservation Systems: Experience working with institutional reservation and space scheduling platforms, such as 25Live, EMS, or comparable systems.
• Project Management Software: Familiarity with utilizing collaborative project management software (e.g., Microsoft Teams, Basecamp, Asana) to track event production timelines and milestones.
• Data & Feedback Software: Experience building and deploying data collection software or assessment tools, such as Qualtrics or QuestionPro, to gather attendee feedback.
• Web Content Tools: Functional experience working with web builders and content management systems, such as WordPress, to update or maintain digital event presence.
• Physical & Schedule Demands: Ability to work a flexible schedule including occasional evenings and weekends for event execution; ability to lift, move, and set up event materials.