Coordinator, Signature Events

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Job Posting Title:

Coordinator, Signature Events

Job Description:

Title of Job: Coordinator, Signature Events

POSITION SUMMARY:

The Coordinator of Signature Events plays a key role in advancing Harvey Mudd College’s mission through the planning, organization, and execution of high-profile events that strengthen relationships with trustees, alumni, parents, donors, and friends of the College. This position works closely with the Director of Signature Events and the Engagement and Annual Giving team to provide comprehensive administrative, logistical, and operational support for the Office of College Advancement’s Signature Events. These gatherings—including lectures, forums, salons, conferences, symposia, celebrations, and presidential events—offer meaningful opportunities to showcase the College and inspire continued engagement.

The Coordinator plays a hands-on role in delivering welcoming, professional experiences that reflect the College’s values of excellence and innovation.The Signature Events Coordinator manages the logistics and operations that ensure successful events, including vendor coordination, collaboration with campus partners, registration management, and event setup and teardown. Occasional evening and weekend work is required.

DUTIES AND RESPONSIBILITIES:

Program and Event Support

• Support the planning and execution of high-profile Advancement events including the Bruce J. Nelson Distinguished Speaker Series, Annenberg Leadership Forum, Innovation Accelerator Events, Planned Giving Legacy Luncheon, Scholarship and Student Support Luncheon and selected Presidential events.
• Collaborate with department staff to build and maintain strong relationships with faculty, staff, trustees, alumni, parents, donors, and friends of the College.
• Assist with the development and delivery of strategic events that build support and increase awareness of College priorities and strategic plan.
• Under the direction of the Director of Signature Events assist in the organization of event logistics, including audio-visual, custodial, catering, décor, guest accommodations, parking, photography, security, signage, and venues. Coordinate with campus departments (e.g., Facilities, Dining Services, Computing and Information Services) to support event logistics.
• Manage event registration process from start to finish including building registration forms, maintaining accurate data in the Advancement database, preparing nametags and materials, compiling event details and assembling research data for briefings, and overseeing on-site check-in to ensure a smooth guest experience.
• Assists with on-site event setup, including decor, signage, registration tables, and materials.
• Provides staffing support during events, including guest check-in, directional assistance, and general troubleshooting.
• Supports post-event teardown, clean-up, and inventory of supplies.
• Maintain a calm, professional presence at high-profile events.
• Respond to inquiries related to signature events with appropriate information or referrals to colleagues.

Volunteer Management

• With guidance from the Director of Signature Events, the coordinator will oversee registration volunteers, provide briefings on policies and procedures, serve as the point of contact during onsite check-in, and troubleshoot issues such as walk-ons and no-shows.

Communications and Web Management

• Coordinate with Communications to facilitate event-related email and print communications, as well as the production and posting of event advertisements including campus flyers, posters, and digital advertising.
• Contribute to content development for newsletters, event promotions, and the HMC Magazine.

Culture of Philanthropy:

• As a member of OCA, support OCA’s objective to cultivate and sustain a robust culture of philanthropy that reflects belief and confidence in HMC’s leadership and mission. Reinforce that every gift supports people and programs across campus, inspiring shared pride and a collective commitment to the College’s future. Promote a sense of hospitality, giving and generosity, ensuring that individuals understand the vital role of philanthropy in contributing to the College’s success.

Campus Collaboration:

• Develop and maintain collaborative relationships with key offices and partners across campus, including the President’s Office, the Dean of Faculty Office, Admission & Financial Aid, Student Affairs, Financial Affairs, academic departments and centers, and Career Services, to coordinate and amplify engagement opportunities.

Additional Support

• Apply knowledge of College policies and Advancement procedures to support internal operations.
• Coordinate with Alumni and Family Engagement to provide and receive backup support as needed.
• Provide occasional backup support to other Advancement departments outside of Signature Events as needed.

REQUIRED QUALIFICATIONS

Education and Experience:

• Education: Bachelor’s degree or equivalent combination of education and experience.
• Experience: Two or more years of progressively responsible experience in administrative support or event coordination, preferably in a nonprofit or academic setting or a combination of education, training, and experience that provides the required knowledge, skills, and abilities of the position. Experience in a non-profit or academic setting preferred.

Knowledge, Skills, and Abilities:

• Experience coordinating premier events for a college, university or academic institution.
• Excellent written and verbal communication skills. Strong writing, editing and proofreading skills.
• Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint) and Google tools, and the ability to learn new technology quickly.
• Excellent organizational skills and ability to manage multiple priorities with accuracy and attention to detail.
• High standards of professionalism, ethics, and discretion. Professional demeanor, with calm and poise under pressure and during live events
• Strong customer service orientation and commitment to creating a welcoming environment for guests and colleagues
• Willingness and ability to work occasional evenings and weekends.
• Ability to work collaboratively as part of a team, as well as independently with minimal supervision

Remote Work Eligibility:

Category B:

All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the Area Leadership Group (supervisor, area leader and area Cabinet member) and HR, this position is classified as Category B as defined in the College’s Remote Work Policy, with/without) occasional ad-hoc remote work flexibility (as needed). Upon approval by the Area Leadership Group and HR, this position may work up to 2 remote work day(s) per week during the academic year and up to 2 remote work day(s) during the non-academic year. Please note these days may vary depending on departmental and College needs. Additionally, remote work is subject to the College’s remote work policy. The College reserves the right to revoke or modify a remote work arrangement for any staff, at any time and for any reason as articulated in the College’s remote work policy.

Standard working hours for this position will generally be from 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs.

All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position.

Physical Requirements:

While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hours:

Regular office hours are 8:00 a.m. to 5:00 p.m. However, days and hours may vary due to the needs of the department or the College.

Salary:

$26.44–$28.85 per hour, depending on experience.

Classification:

This is a non-exempt, full-time, regular, benefits eligible, position.

Reports To:

This position reports to the Director of Signature Events

Additional Information:

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.

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