Description

External Retirement Plan TRS or ORP Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information
Monday - Friday 8:00 AM - 5:00 PM
Occasional nights and weekends as needed.
Advertised Salary $42,000-50,000 Posting Date 02/02/2026 Open until filled Yes Closing Date Proposed Starting Date 03/02/2026 Special Instructions to Applicants Location of Vacancy Athens Area EEO Policy Statement
The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).
USG Core Values Statement
The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Position Information

Classification Title Event Planner I FLSA Exempt FTE 1.00 Minimum Qualifications
Bachelor's degree in a related field or equivalent
Preferred Qualifications Position Summary
The Event Coordinator is responsible for managing assigned events from sales turnover through onsite execution and post-event financial reconciliation. This role serves as the primary client contact for all event logistics and ensures seamless coordination among internal departments to deliver exceptional service in accordance with Georgia Center and University standards. The Event Coordinator focuses on detailed planning, communication, execution, and follow-through to ensure successful events and accurate billing.
Knowledge, Skills, Abilities and/or Competencies

• Experience in hospitality or event coordination, conference services, or related business-to-business service industries.
• Strong understanding of event planning processes from pre-event detailing through post-event billing.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills with the ability to manage multiple events simultaneously.
• High attention to detail and ability to consistently document client communications and event changes.
• Exceptional customer service and problem-solving skills.
• Ability to work independently while following departmental procedures and standards.
• Demonstrated professionalism, reliability, and positive team attitude.
• Proficiency in Microsoft Office and Event Management Software.
• Ability to review and understand financial documents including BEOs, invoices, and billing statements.
• Experience with PMS and Event/Facility Management systems.

Physical Demands
Lift items up to 30 pounds (i.e. boxes/exhibit displays, etc.), sit at a computer, walk, climb stairs, and drive as needed.
Is driving a responsibility of this position? Yes Is this a Position of Trust? No Does this position have operation, access, or control of financial resources? No Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No Credit and P-Card policy
Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.
Background Investigation Policy
Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities
Event Coordination:

• This position independently manages a portfolio of 10-15 events per month, including multi-day programs of up to 100 participants and single-day events with attendance up to 400.
• Core responsibilities include client consultation, event detailing, coordination of space and services, development of timelines, collaboration with internal stakeholders, and on-site execution.
• Receive events through formal sales turnover and assume ownership of all event logistics.
• Serve as the primary point of contact for clients for all event planning and coordination needs.
• Coordinate hotel room blocks, meeting room assignments, room setups, A/V needs, catering details, registration logistics, and vendor requirements.
• Create detailed client event diagrams and floor plans to reflect room layouts, staging, seating, and traffic flow.
• Lead pre-event planning meetings and communicate all event details to internal departments.
• Prepare, distribute, and update Banquet Event Orders (BEOs) and event documentation.
• Provide onsite event support, including client check-ins, room inspections, troubleshooting, and coordination with operational teams.
• Ensure all event components are executed according to client expectations and Georgia Center standards.

Percentage of time 65 Duties/Responsibilities
Administrative & Financial Coordination:

• Maintain accurate client and event records in the Event Management Software and Facilities Management System.
• Review all event charges for accuracy prior to billing.
• Work directly with Business & Finance to ensure timely and accurate client invoicing.
• Resolve billing discrepancies and follow through on post-event financial adjustments.
• Generate reports and maintain documentation related to assigned events.

Percentage of time 20 Duties/Responsibilities
Event Support & Team Collaboration:

• Partner closely with Event Services, Food & Beverage, Hotel, and A/V teams to ensure operational alignment.
• Provide coverage and assistance for team members' events as needed.
• Communicate changes clearly and promptly to all stakeholders.
• Provide on-site event support which may include work outside of the Monday-Friday, 8-5 norm. This includes meeting with the client, checking room sets, A/V, and banquet orders, ensuring the client is aware of locations of different activities and providing the onsite contact information for additional support needed during their event. Event Support may include work on team member's events and may be outside of the Monday-Friday, 8-5 norm.

Percentage of time 10 Duties/Responsibilities
Other:

• Educate and introduce clients to other applicable and available GC services (Registration, Graphic Design, Exhibit Services).
• Support departmental projects and operational initiatives as assigned.
• Contribute to continuous improvement of event coordination processes.
• Attend meetings & trainings as assigned.

Percentage of time 10

Contact Information

Recruitment Contact

Contact Details
For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.
Recruitment Contact Name Leta Salazar Recruitment Contact Email leta.salazar@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

1. Resume/CV
2. Cover Letter

Optional Documents