Senior Events and Experience Coordinator

Job Profile: Outreach Analyst 3 Job Family: Outreach Programs Time Type: Full time Apply before 11:59 PM Arizona time the day before the posted End Date. Minimum Qualifications: Bachelor's degree and five (5) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved. Job Profile Summary: Coordinates outreach program activities, the recruitment of volunteers, staffing, and resources, and coordinates program fundraising to promote stable and productive relationships between the university and local community. Job Description: Are you motivated to create experiences that bring people together around learning, creativity, and design? Do you enjoy turning ideas into engaging events, exhibitions, public programs, and gatherings that foster connection, belonging, and community? Are you a collaborative problem solver who enjoys working with faculty, students, staff, alumni, donors, and external partners to create meaningful and memorable experiences? If so, this may be the next step in your professional journey. The Design School (TDS) in ASU's Herberger Institute for Design and the Arts seeks an experienced Events & Experience Coordinator to lead the planning and coordination of recruitment events, student engagement activities, exhibitions, lectures, public programs, alumni gatherings, donor events, and community-facing experiences. The successful candidate will be a highly organized, service-oriented professional with strong project management skills, attention to detail, and a commitment to creating welcoming and engaging experiences for various audiences. This is a full-time, salaried position that requires a flexible work schedule, including occasional evening and weekend events. Under administrative direction, the Senior Events & Experience Coordinator will perform work of considerable complexity in planning, coordinating, organizing, staffing, and assessing The Design School's portfolio of events and engagement activities. Events may take place on or off campus, in person, online, or in hybrid formats. The position serves as the primary point of coordination for event logistics, experience design, and operational execution, working closely with Student Success, Community Engagement, Development, Marketing and Storytelling, Academic Programs, School Operations, faculty, students, alumni, community partners, and external vendors. This position requires strong organizational and communication skills, a commitment to excellence, and the ability to manage multiple complex projects simultaneously while fostering a positive, collaborative, and engaged environment. The Design School at Arizona State University is one of the largest, most comprehensive, and collaborative design schools in the nation. Bringing together five core design disciplines, Architecture, Industrial Design, Interior Design, Landscape Architecture, and Graphic Design, along with transdisciplinary areas of study and practice, The Design School offers a distinctive model for design education. Our school brings together these disciplines through a unified faculty working collaboratively to educate the next generation of designers and creative leaders. Guided by principles of life-centered design, our teaching, research, and community engagement foster innovation through the integration of various perspectives, design expertise, emerging technologies, and partnerships with communities and industry. The Design School advances ASU's charter through inclusive excellence, broad access to educational opportunity, and meaningful community impact. We are committed to design for the public good and to cultivating a culture of belonging that values plural perspectives. Through this work, we prepare students to address complex challenges and create positive impact in their communities and beyond. Learn more about The Design School at Arizona State University here. Position Salary Range: • $51,500 - $60,000 annually Essential Duties: Event & Experience Planning • Plan, coordinate, and execute a portfolio of recruitment events, student engagement activities, exhibitions, lectures, public programs, alumni gatherings, donor events, and community-facing experiences. • Collaborate with leadership, faculty, academic programs, Student Success, Community Engagement, Development, Marketing and Storytelling, and School Operations to identify event goals, target audiences, desired outcomes, and resource needs. • Develop comprehensive event and experience plans, including timelines, staffing, budgets, logistics, registration, space utilization, technology needs, and event procedures. • Design engaging and welcoming event experiences that support student success, community engagement, alumni relations, philanthropy, and public visibility. Stakeholder Engagement & Coordination • Build and maintain collaborative relationships with faculty, staff, students, alumni, community partners, donors, vendors, speakers, and university partners. • Serve as the primary point of contact for event planning and coordination, ensuring effective communication among all stakeholders. • Coordinate event-related activities in partnership with Marketing and Storytelling, Student Success, Development, Business Operations, Facilities, and other university units. • Serve as the primary liaison with speakers, presenters, vendors, and IT partners regarding event logistics, technology, and audiovisual needs. Event Operations & Delivery • Manage all aspects of event execution, including scheduling, registration, contracts, vendor coordination, staffing, setup, breakdown, and on-site event support. • Coordinate and supervise student workers in events and facilities who support events and public programs. • Ensure events are delivered professionally, efficiently, and in alignment with university policies and operational requirements. • Work closely with school leadership, including the Director and Associate Director of School Operations, to plan and execute signature school events and strategic engagement initiatives. Assessment, Budget & Continuous Improvement • Monitor event budgets and resources to ensure effective stewardship and appropriate financial controls. • Review costs, reconcile expenditures, and coordinate final billing processes with the Business Operations team. • Develop and maintain event planning systems, tracking tools, and documentation to support efficient operations and knowledge sharing. • Conduct post-event assessment and evaluation to identify opportunities for improvement, measure engagement outcomes, and strengthen future programming. • Develop performance indicators and reports related to participation, engagement, operational effectiveness, and event outcomes. • Continuously identify opportunities to improve event operations, participant experience, and organizational effectiveness. Desired Qualifications: • Experience planning and coordinating events, exhibitions, public programs, conferences, or community engagement activities involving multiple stakeholders and audiences. • Experience using event-related, productivity and/or productivity software/tools including Google Workspace, Microsoft Office 365, Adobe Creative Cloud, Canva, Zoom, Teams, Salesforce Marketing Cloud, event registration software (STOVA), scheduling and room booking software (Astra), and general knowledge of technology • Demonstrated project management skills, including the ability to manage multiple priorities, timelines, budgets, and logistical details simultaneously. • Experience designing and delivering welcoming, engaging, and inclusive experiences for various audiences. • Knowledge of event operations, budgeting, vendor coordination, contract management, and associated administrative processes. • Experience developing collaborative relationships with faculty, students, staff, alumni, community partners, vendors, and external stakeholders. • Demonstrated ability to anticipate challenges, solve problems proactively, and adapt to changing priorities in a fast-paced environment. • Strong written, verbal, and interpersonal communication skills, including the ability to work effectively in complex settings. • Experience collecting, organizing, and utilizing event data, assessments, or performance metrics to inform planning and continuous improvement. • Demonstrated organizational skills, attention to detail, sound judgment, and a commitment to excellent customer service. Working Environment: • Activities are primarily performed in an environmentally controlled office setting subject to extended periods of remaining in a stationary position, keyboarding and manipulating a computer mouse. • Managed events may take place indoors or outdoors in cooled and uncooled spaces. • Frequently required to remain in a stationary position and move throughout shift. • Frequent bending, reaching, lifting, pushing and pulling up to 50 pounds. • Ability to rapidly learn, adapt, and effectively utilize new technology, practices, policies, and methods. • Required to work a flexible work schedule, including occasional evening and weekend events. Department Statement: The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence. In a rapidly changing world, design and the arts aren’t luxuries—they’re essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future. Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We’re expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here. Together, we’re designing not just new careers, but new systems of care, connection and possibility. https://herbergerinstitute.asu.edu/ Why work at ASU - https://cfo.asu.edu/why-work-asu: Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes: • Salary and wages paid • Comprehensive package of affordable benefit plans and programs • Access to world-class educational opportunities at deeply discounted rates • ASU's total compensation estimator shows the approximate value of your overall compensation ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market. Flexible work options • Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times. • Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required. Driving Requirement: Driving is not required for this position. Location: Campus: Tempe Funding: No Federal Funding Instructions to Apply: Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub. Please use the link below to log in using single sign-on. https://www.myworkday.com/asu/d/inst/1$9925/9925$26988.htmld To be considered, your application must include all of the following attachments: • Cover letter • Resume or CV Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name. Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered. Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date. Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience. Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete. ASU Statement: Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe. ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law. Notice of Availability of the ASU Annual Security and Fire Safety Report: In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456. Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources. Employment Verification Statement: ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications. Background Check Statement: ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check. Fingerprint Check Statement: A fingerprint check is not required for this position.