Position Title:Event Coordinator II
Job Group:Professional & Scientific
Required Minimum Qualifications:High school diploma or equivalent and 3 years of related experience
Special Required QualificationsDrivers License
Preferred Qualifications:Bachelor’s degree in Business Management, Event Management, or related degree.
Proficiency in Microsoft Office Suite, as well as communication and collaboration platforms such as Zoom and Microsoft Teams.
Working knowledge or experience with event planning.
Experience working with financial management and/or event management platforms.
Experience in financial tracking and accounts payable.
Job Description:
Are you excited about working with a wide variety of clients, vendors, speakers, and departments to bring impactful events to life? Are you looking for a role that offers true work-life balance while giving you the freedom to use your creativity and ideas to shape conferences and events across Iowa State University?
If so, Conference Planning and Management (CPM) with Iowa State University Extension and Outreach is seeking qualified candidates for Event Coordinator II!
We are seeking a self-starter with a proven ability to take initiative, meet deadlines, and manage multiple priorities across the team. This position will report to the Budget and Finance Specialist and assist with various aspects of financial and event planning functions and services required by conferences and events through the office of Conference Planning and Management.
What You’ll Do:
+ Maintain event financial data, payments, invoices, and account reconciliation.
+ Oversee vendor setup, travel reimbursement processes, and final event financial close-out.
+ Prepare routine financial reports and economic impact calculations.
+ Coordinate event logistics, including facilities, AV, catering, travel, materials, and volunteers.
+ Create initial budgets, timelines, and event plans; manage website updates and event communications.
+ Provide on-site support, oversee setup/tear-down, and gather essential speaker/sponsor information.
+ Coordinate vendor contracts, registration system tasks, and agreement routing.
+ Facilitate speaker travel, review registration invoices, update staff calendars, and support internal communication needs.
+ Maintain client relationships, support rebooking and inquiries, and assist with site visits and departmental outreach.
+ Participate in professional development, committees, and collaborative team activities.
A successful candidate will be engaged in the full event planning process and able to proactively initiate and carry out key support functions. This position works closely with CPM event planners, the finance team, and a range of clients, vendors, and service providers throughout all stages of the event cycle. The ideal candidate brings strong attention to detail, financial accuracy, organizational skills, and adaptability. A high level of financial precision-along with an understanding of financial statements and the impacts of vendor contracts-is essential. This role supports multiple event planners and events simultaneously in a fast-paced environment.
Due to the nature of position, this person must be flexible and willing to work non-traditional hours including occasional weekends and evenings as needed for events. While this position is based out of Ames, it will require travel between event locations and around the university. Driving will be required in this role.
Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship. Immigration sponsorship is not available for this position.
About Conference Planning and Management at Iowa State University:
Conference Planning and Management is your resource for conferences and special events at Iowa State University, across Iowa and beyond! Our experienced team has successfully managed local, regional, national and international events both on campus and outside the state. Whether you are faculty, staff, a student group at Iowa State University, or simply are interested in hosting your event at Iowa State University or elsewhere, we are here to help!
We have delivered great conference experiences for events ranging from 15 to 15,000 attendees-whether in the classroom, across our campus and community, or halfway around the world.
Level Guidelines- Career-level position demonstrating proficiency and knowledge of related competencies- Works under direct to general supervision and may receive guidance on more complex assignments- Follows established procedures for work assignments, and completes assignments which are semi-routine and may be atypical in nature- Applies thorough knowledge to respond to inquiries and requests- Able to resolve most problems and issues and respond to requests without escalation- Provides guidance to students- May provide supervision to one to two other staff or lead a small work team
Appointment Type:Regular
Number of Months Employed Per Year:12 Month Work Period
Time Type:Full time
Pay Grade:PS805
Application Instructions:
To apply for this position, please click on “Apply” and complete the Employment Application. Please be prepared to enter or attach the following:1) Resume/Curriculum Vitae2) Letter of Application/Cover LetterIf you have questions regarding this application process, please email employment@iastate.edu or call 515-294-4800 or Toll Free: 1-877-477-7485.Why Choose ISU?Iowa State Employees enjoy comprehensive health and work-life benefits, including medical and dental; as well as:- Retirement benefits including defined benefit and defined contribution plans- Generous vacation, holiday and sick time and leave plans- Onsite childcare (Ames, Iowa)- Life insurance and long-term disability- Flexible Spending Accounts- Various voluntary benefits and discounts- Employee Assistance Program- Wellbeing program
Original Posting Date: March 9, 2026
Posting Close Date:March 22, 2026
Job Requisition Number:R18752
By focusing on the future and providing the best student experience possible, Iowa State University (http://www.iastate.edu/) attracts students and faculty who want to make a difference. With a comprehensive?land-grant?mission of education, research, extension and outreach, we produce scholars whose ideas change the world. And through Innovate at Iowa State, we provide innovative and entrepreneurial opportunities for students of all backgrounds. Located just 30 minutes north of Des Moines, the city of Ames was recently named one of the Top 10 cities in the U.S. for campus life and career opportunities.
Iowa State University is a welcoming community of students, faculty, and staff. Campus community members have a wide range of backgrounds and experiences and are committed to engaging with each other respectfully as outlined in the university’s Principles of Community (https://www.iastate.edu/principles-community) . Iowa State recognizes that diverse intellectual and philosophical perspectives are vital to innovation, critical thinking skills, and a dynamic academic community that fosters the land-grant ideals of putting science, technology, and human creativity to work.
All offers of employment, oral and written, are contingent upon the university’s verification of credentials and other information required by federal and state law, ISU policies/procedures, and may include the completion of a background check and/or a consumer credit check.
Iowa State University does not discriminate on the basis of race, color, age, ethnicity, religion, national origin, pregnancy, sexual orientation, genetic information, sex, marital status, disability, or status as a U.S. Veteran. Inquiries regarding non-discrimination policies may be directed to Office of Equal Opportunity, 2680 Beardshear Hall, 515 Morrill Road, Ames, Iowa 50011, Tel. 515-294-7612, email eooffice@iastate.edu.
If you have questions about the application process please email employment@iastate.edu or call 515-294-4800 or Toll-Free at 1-877-477-7485. Iowa State University provides reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should email employment@iastate.edu or call (515) 294-4800 or Toll-Free: (877) 477-7485. TTY users are welcome to use the Iowa Relay Service number by dialing 7-1-1 or (800) 735-2942.
General ISU compensation information can be found on the University Human Resources (https://www.hr.iastate.edu/careers/compensation) website. Please note that this is only a list of ranges and individuals will be paid commensurate with qualifications.