Event Coordinator at Embry-Riddle Aeronautical University in Daytona Beach, FL

Job description

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