University Events Coordinator

Job Description:

Position Overview:

The University Events Coordinator will be responsible for overseeing and coordinating university events. This role involves planning and coordinating logistics, ensuring compliance with university policies, and collaborating with key stakeholders across departments. In addition to event coordination, the role will also include administrative support responsibilities, such as documentation and reporting. The ideal candidate will be highly organized, proactive, and capable of managing multiple events simultaneously, with strong communication skills and proficiency in Microsoft Office Suite (including SharePoint and Excel).

Key Responsibilities:

1. Event Planning & Compliance:

• Develop comprehensive event plans that adhere to university policies, ensuring compliance with safety regulations, facility use guidelines, IT needs, and other relevant requirements.
• Collaborate with key stakeholders, including IT, Security, Facilities, and Academic Affairs, to identify event needs and secure necessary approvals.
• Ensure event plans are submitted for review in a timely manner, adhering to university deadlines and standard operating procedures (SOPs).
• Act as the main point of contact for university events, coordinating with various departments to align on event goals and execution.

1. Stakeholder Engagement & Collaboration:

• Coordinate cross-departmental collaboration, including the use of university spaces, and manage logistical needs to meet event requirements.
• Maintain proactive communication with stakeholders, keeping them informed of updates, timelines, and any changes in event plans.
• Ensure smooth execution by facilitating teamwork across multiple departments, ensuring all parties involved are aligned with the event’s objectives.

1. Logistics & Event Coordination:

• Oversee all logistical aspects of university events, including vendor management, scheduling, AV setup, and venue readiness.
• Manage relationships with external vendors and service providers, obtaining quotes, negotiating contracts, and ensuring timely delivery of services in line with procurement policies.
• Ensure thorough preparation of all event logistics, including registration setup, equipment testing, and general event space readiness.

1. Documentation & Reporting:

• Maintain detailed documentation of event planning, including schedules, approvals, communications, and vendor information.
• Prepare post-event follow-up reports, including attendance data, feedback from stakeholders, and assessments of event success, to identify areas for improvement.
• Ensure monthly updates of key event-related data, such as contact sheets, vendor lists, and event summaries, for future reference and organizational continuity.

1. Administrative Support:

• Provide administrative support by assisting with scheduling meetings, preparing documents, and maintaining organized records.
• Help in monitoring timelines and deadlines for event-related approvals, ensuring timely submission and compliance with university processes.
• Assist in tracking event budgets and expenses, ensuring that costs remain within approved limits and in line with university procurement procedures.

Qualifications:

• Bachelor’s degree required.
• Experience in event planning and coordination, preferably within a university or non-profit setting.
• Strong organizational skills, with the ability to independently develop, coordinate, and execute detailed event plans in alignment with university SOPs.
• Excellent verbal and written communication skills, with the ability to engage effectively with a wide range of stakeholders.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), as well as project management tools such as SharePoint and Monday.com.
• Ability to work under pressure, manage multiple events concurrently, and meet tight deadlines.

Other Requirements:

• Flexibility in working hours, including occasional evenings and weekends, particularly around major university event dates.
• Availability to travel within Kuwait for site visits, meetings, and other event-related activities. A valid driver’s license is required.