Program Coordinator/Events and Engagement, College of Entertainment and the Arts

The Program Coordinator / Events & Engagement supports the administrative and operational functions of the University's visual arts and design programs while coordinating the planning, logistics, and execution of exhibitions, internal and external programming, and special events. This position serves as the primary administrative coordinator for the academic unit and works collaboratively with faculty, university departments, students, artists, donors, industry partners, and community organizations to ensure exceptional academic, cultural, and public engagement experiences.

The ideal candidate is highly organized, detail-oriented, and enjoys creating meaningful experiences through thoughtful planning, strong communication, and effective project coordination.

Essential Duties & Responsibilities

Administrative Operations

• Serve as the primary administrative coordinator for the academic unit, supporting faculty, staff, students, and visitors.
• Coordinate daily office operations, communications, and administrative workflows.
• Manage departmental calendars, schedule meetings, and coordinate faculty and committee meetings.
• Coordinate university event scheduling and facility reservations.
• Prepare and distribute departmental communications, newsletters, and announcements.
• Supervise and coordinate student workers.
• Order office, classroom, and studio supplies and maintain departmental inventories.
• Coordinate shipping, receiving, and distribution of departmental materials and exhibition assets.
• Assist with academic scheduling, course planning, and university reporting processes.
• Monitor departmental budgets, purchasing card transactions, invoices, and financial reports.
• Maintain departmental records and ensure compliance with university policies and procedures.
• Provide administrative support for special projects and initiatives as assigned.

Events, Exhibitions & Engagement

• Coordinate the planning, logistics, and execution of gallery exhibitions, receptions, lectures, workshops, and special events.
• Collaborate with faculty, artists, university leadership, and external partners to support exhibitions and public programming.
• Coordinate exhibition installation schedules, artwork transportation, insurance documentation, labeling, lighting, and event logistics.
• Manage exhibition calendars, production timelines, artist correspondence, and related documentation.
• Coordinate internal and external programming that supports the mission of the academic unit, including guest speakers, educational programs, donor events, student showcases, and community partnerships.
• Coordinate visitor experiences, tours, reservations, and ticketing for exhibitions and special events.
• Assist in creating welcoming, professional, and engaging experiences for students, visitors, artists, alumni, donors, and community partners.
• Ensure gallery and event spaces are organized, prepared, and visitor-ready.
• Coordinate vendors, contractors, and service providers as needed for exhibitions and events.

Marketing & Communications

• Collaborate with the CEA Communications Manager and University Marketing to promote exhibitions, programs, and special events.
• Assist in developing newsletters, website content, social media communications, event promotions, and other marketing materials.
• Coordinate exhibition calendars and public event communications.
• Support media relations and community outreach efforts that increase awareness and participation in programs and events.

Financial & Operational Support

• Assist in developing and monitoring departmental and event budgets.
• Track expenditures and prepare financial reports as requested.
• Coordinate purchasing, vendor relationships, contracts, and payment processing.
• Assist with sponsorship documentation, donor stewardship activities, and grant administration as assigned.

CEA A-Team Responsibilities

• Assist the CEA Administrative Team (A-Team) with event management of Serve as a member of the College of Entertainment & the Arts (CEA) Administrative Team (A-Team), supporting the planning, coordination, and execution of the College's premier events.
• Collaborate with the A-Team to plan and coordinate all aspects of CEA signature events, including logistics, scheduling, vendor coordination, communications, and event execution.
• Assist with event setup, on-site operations, and post-event teardown for CEA premier events.
• Attend monthly A-Team meetings to facilitate communication, collaboration, and coordination across the College's schools, departments, and programs.
• Work closely with the Executive Office Manager in the Dean's Office to coordinate initiatives, events, and administrative activities related to the University's visual arts and design academic unit.
• Support additional college-wide initiatives and special projects as assigned.

Competencies

The successful candidate will demonstrate:

• Excellent organizational and project management skills.
• Strong written, verbal, and interpersonal communication abilities.
• Ability to manage multiple projects and priorities simultaneously.
• Exceptional attention to detail and follow-through.
• Strong customer service and relationship-building skills.
• Initiative, sound judgment, and professionalism.
• Ability to work independently and collaboratively in a fast-paced environment.
• Flexibility, adaptability, and a solutions-oriented mindset.
• Commitment to creating exceptional experiences for students, visitors, and community partners.

Technical Skills

• Microsoft Office Suite
• Google Workspace
• Event registration and ticketing platforms
• Project management software
• Budget tracking and reporting systems
• Social media and digital communications platforms