Coordinator, Signature Events

Coordinator, Signature Events

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 gatheringsincluding lectures, forums, salons, conferences, symposia, celebrations, and presidential eventsoffer 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 include :

• 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, dcor, guest accommodations, parking, photography, security, signage, and venues. Coordinate with campus departments 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.
• With guidance from the Director of Signature Events, 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.
• 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.
• 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.
• 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.
• 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 include :

Remote work eligibility : Category B. All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. 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. Remote work is subject to the College's remote work policy.

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 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. 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.

$26.44$28.85 per hour, depending on experience.

This is a non-exempt, full-time, regular, benefits eligible, position. This position reports to the Director of Signature Events.

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.