Event Coordinator

Position Summary:
The Temporary Event Coordinator supports the planning, scheduling, coordination, and administration of on-campus and off-campus day events at Fort Lewis College. This position serves as a primary point of contact for event organizers and coordinates event reservations from initial request through completion. Responsibilities include managing reservations in 25Live, coordinating event resources and layouts, preparing event documentation, and maintaining effective working relationships with campus departments, external clients, and service partners. The position reports to the Assistant Director of Student Union and Event Services and may receive administrative and logistical support from the Events Intern.
Job Description:
Essential Functions and Responsibilities
Event Reservations and Client Coordination
• Serve as the primary point of contact for day-event reservation requests, both on campus and off campus.
• Review, process, and approve event reservations in 25Live in accordance with departmental procedures and assigned approval authority.
• Communicate with event organizers to gather details, clarify requirements, and provide timely updates.
• Manage event follow-up, track outstanding information, and ensure requests progress through the reservation process.
• Maintain accurate and complete event records in 25Live and other applicable systems.
Event Logistics and Resource Coordination
• Identify, coordinate, and reserve appropriate facilities, equipment, audiovisual resources, and other event services.
• Coordinate with campus partners, including facilities, campus safety, dining, media services, academic departments, and other service areas as applicable.
• Create, update, and finalize event layouts and communicate setup requirements to appropriate staff.
• Anticipate logistical needs and identify potential scheduling, resource, safety, or setup concerns in advance.
• Provide event-day coordination and assist with event setup and breakdown as needed.
Contracts, Invoices, and Event Documentation
• Prepare and distribute event contracts, invoices, and other required event documentation.
• Track outstanding contracts, payments, certificates of liability, approvals, and other required materials.
• Ensure event documentation is complete and organized in accordance with departmental procedures.
• Assist with payment collection, daily deposits, and budget reconciliation as assigned.
Proactive Outreach and Relationship Management
• Proactively contact campus departments, recurring event organizers, and external groups to identify upcoming event needs.
• Review historical and recurring events to support early planning and timely outreach.
• Promote Event Services as a resource for campus and external event organizers.
• Establish and maintain professional working relationships with clients, campus departments, and service partners.
• Communicate clearly and professionally to support positive client experiences and reduce last-minute event issues.
Systems, Organization, and Team Support
• Maintain accurate and current event information in 25Live and related departmental records.
• Identify opportunities to improve reservation workflows, documentation, and event coordination processes.
• Coordinate with and assign appropriate administrative tasks to the Events Intern, as directed.
• Review delegated work for accuracy and ensure client-facing information meets departmental standards.
• Assist with Student Union operations and perform other related duties as assigned.
Compensation
Salary is $23.00 to 26.00 per hour
Application Process
A complete application packet includes:
Cover letter addressing interest and qualifications for the position
Resume
Names and contact information for three current, professional references
Application materials received by 11:59 PM on October 15, 2026, will receive full consideration.
The successful candidate will be required to submit official transcripts
and pass a background check.
About Fort Lewis College:
On a sage-brushed mesa overlooking downtown Durango and the La Plata Mountains, Fort Lewis College is Southwest Colorado’s premier public undergraduate research institution. With more than half of the 3,300 students identifying as people of color, FLC’s academic programming and campus life thrive on nurturing safe, diverse spaces for intellectual exploration and helping people achieve their career goals. A Native American-serving, Non-Tribal Institution, FLC is committed to promoting economic development in neighboring tribal communities and connecting students with the education they need to be the change in the world they want to see. Degree programs span the arts, business, education, health sciences, humanities, and social and natural sciences. Coursework builds on the natural, cultural, and historical resources found around the Four Corners region. Students work closely with faculty on research projects with real-world implications. Like the mountain town it resides in, FLC promotes a culture of work-life balance for students, faculty, and staff. Skyhawks enjoy unparalleled access to a healthy outdoor lifestyle thanks to 300 days of sunshine a year and more than 300 miles of hiking and biking trails in and around Durango
Notice to Prospective Employees:
The Fort Lewis College is required by the Clery Act of 1990 to notify prospective employees, current employees, students and applicants where to access our Campus Security Report. The report is updated and published annually in accordance with the Higher Education Amendments of 1998, Federal Student Right-to-Know, the Federal Drug-free Schools and Campuses Act of 1989. This report contains information about:
Fort Lewis College's alcohol and other drug policy
Sexual assault policy
Campus security policies
Campus/community resources
The Colorado Riot Offense Statute restriction on enrollment
Where to find registered sex offender information
Crime statistics for the previous three calendar years
Reporting crimes
The Campus Security Report can be accessed in two ways:
By going to the internet website at: www.fortlewis.edu/AnnualSecurityReport Fort Lewis College Student Affairs Office will also provide a paper copy of the annual security report upon request. You can reach them at (970) 247-7331.
Equal Opportunity
Fort Lewis College does not discriminate on the basis of race, age, color, religion, national origin, sex*, disability, sexual orientation, gender identity, gender expression, family or domestic status, political beliefs, veteran status, pregnancy, or gene