Coordinator, Events

ESU Foundation


Search  2363 - Posted April 23, 2026

The Event Coordinator supports the mission of the Emporia State University Foundation by planning, coordinating, and executing high-quality events that advance fundraising, donor stewardship, alumni engagement, and institutional priorities.


This position manages logistics for a variety of foundation and university events—including donor and alumni gatherings, fundraising events, stewardship activities, and signature campus traditions—ensuring exceptional experiences for participants and stakeholders.


The Event Coordinator works collaboratively with Foundation staff, campus partners, alumni leaders, and vendors to deliver events that strengthen relationships and promote philanthropic support of Emporia State University.

RESPONSIBILITIES:

Event Planning & Execution

  • Plan, coordinate, and execute a wide range of Foundation and advancement-related events, including donor recognition events, alumni gatherings, fundraising events, board meetings, and campus celebrations.
  • Develop detailed event plans and timelines, managing all logistical components such as venues, catering, audiovisual needs, décor, transportation, registration, and guest services.
  • Oversee event set-up, on-site management, and tear-down to ensure events run smoothly and professionally.


Budget & Vendor Management

  • Assist with developing and managing event budgets; monitor expenses and ensure cost-effective use of resources.
  • Identify, coordinate, and communicate with vendors (caterers, event spaces, rental companies, entertainers, speakers, etc.).
  • Process contracts, invoices, and expense documentation in accordance with Foundation and university policies.


Donor, Alumni & Stakeholder Engagement

  • Collaborate with Foundation colleagues, Alumni Engagement, University Relations, and campus partners to align events with fundraising and engagement strategies.
  • Support donor stewardship efforts by ensuring events reflect appreciation, personalization, and attention to detail.
  • Serve as a primary point of contact for event hosts, volunteers, donors, alumni leaders, and campus representatives.


Communications & Coordination

  • Work with marketing and advancement staff to support event promotion, invitations, registration materials, and communications.
  • Track event attendance, manage RSVPs, and coordinate guest lists and seating arrangements when applicable.
  • Ensure accurate data collection and timely follow-up, including thank-you communications and post-event reporting.


Operational & Administrative Support

  • Maintain event documentation, planning checklists, timelines, and post-event evaluations.
  • Assist with event-related data tracking and reporting, including attendance summaries and feedback.
  • Follow Foundation and university policies related to events, risk management, accessibility, and brand standards.


Continuous Improvement & Team Support

  • Evaluate events and recommend improvements to enhance guest experience and operational efficiency.
  • Assist with additional projects or duties as assigned in support of the Foundation’s goals and priorities.

QUALIFICATIONS:

Minimum Qualifications:

  • Requires a Bachelor's Degree in Communications, Marketing, Public relations, Hospitality Management, Business, or a related field; or 4 years of related experience in lieu of a degree. 


Preferred Qualifications:

  • Strong organizational and project management skills with attention to detail
  • Ability to manage multiple events and deadlines simultaneously
  • Excellent interpersonal, communication, and customer service skills
  • Experience working with donors, alumni, volunteers, or executive-level stakeholders
  • Familiarity with event management, CRM systems, or fundraising environments preferred
  • Flexible schedule, including some evenings and weekends


COMPENSATION:

Compensation will be negotiable based upon education & experience

BENEFITS:

Base pay is one component of Emporia State University’s total rewards package. We are dedicated to supporting the needs of the “whole you” with our holistic approach to employee benefits by offering comprehensive well-being benefits for you and your family that include:

  • Health Insurance
  • Free Dental insurance for employees
  • Retirement through the Kansas Board of Regents
  • Paid parental leave
  • Up to 31 days paid vacation and holiday days
  • Tuition reduction and tuition assistance
  • Dependent tuition waiver
  • For full details about our benefit plan offerings, please visit here. 

APPLY:

Please upload a cover letter, resume, and contact information of three references here. 


Consideration of applications will begin immediately, and will continue until the position is filled.


A background check is required prior to hire.



For more information

Human Resources

humres@emporia.edu

(620) 341-5379

Emporia State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, race, color, national origin, ethnicity, religion, gender, sex, gender identity, gender expression, marital status, parental status, sexual orientation, genetic information, status as an individual with a disability, status as a protected veteran, or any other factors which cannot be considered by law.