Event Specialist

The Event Specialist supports the planning, coordination, and execution of experiential learning events for post-licensure nursing students. This role focuses heavily on event logistics, student communications, vendor coordination, and operational support for immersive learning programs that prepare students for clinical environments. This role is 20-30 hours per week and up to 40 once every 8 weeks.

This individual will serve as a key point of contact for students, faculty, venue partners, and third-party vendors while ensuring a seamless event experience from pre-planning through on-site execution. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple moving pieces in a fast-paced environment. This role also offers the opportunity to identify process improvements and contribute new ideas to enhance operational efficiency and the student experience.

Key Responsibilities

• Coordinate logistics for experiential learning programs, including skills immersions, intensives, and future commencement support initiatives
• Manage event planning timelines and ensure all pre-event deliverables are completed accurately and on schedule
• Organize student registration lists, group assignments, and attendee tracking
• Coordinate with venue partners, faculty, marketing teams, and third-party vendors to support successful program execution
• Oversee event materials including signage, printed collateral, name badges, student kits, and supply management
• Submit attendee lists to vendors and review proofs for accuracy prior to production

• Serve as the primary point of contact for student questions related to experiential learning events
• Manage shared inbox communications and provide timely, professional responses
• Ensure students receive accurate event details, schedules, and logistical information
• Support a positive student experience by resolving issues and escalating concerns when needed

• Attend and support experiential learning events on-site at the Q Center in St. Charles, IL
• Assist with event setup, registration, directional signage, and student check-in coordination
• Partner with faculty, venue staff, and support teams to ensure smooth event operations
• Troubleshoot real-time logistical or attendee issues during events

• Maintain and update operational trackers, spreadsheets, and reporting documents
• Monitor attendance trends and enrollment changes leading up to each event
• Identify opportunities to improve workflows, communication processes, and operational efficiencies
• Contribute ideas and recommendations to improve the student and faculty experience

Qualifications

• 2+ years of experience in event coordination, higher education, student services, operations, hospitality, or related fields
• Strong organizational and project coordination skills with exceptional attention to detail
• Ability to manage multiple priorities and deadlines simultaneously
• Excellent verbal and written communication skills
• Comfortable working independently and collaboratively within a small team environment
• Proficiency with Microsoft Office Suite, especially Excel and Outlook
• Experience coordinating vendors, logistics, or large group events preferred
• Ability to work on-site during weekend events approximately every 8 weeks

Schedule & Work Environment

• Part-time contract role averaging approximately 20-30 hours per week
• Weekend event support required approximately every 8 weeks
• On-site presence required during event weekends at the Q Center in St. Charles, IL
• Opportunity for long-term extension or full-time conversion based on business needs and performance

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