Events Coordinator

About the Job

The Building & Services Department supports The Hormel Institute's mission by aligning facilities, operations, safety, and event services with institutional strategy and research needs. The department maintains safe, efficient, and welcoming environments through proactive maintenance, custodial services, safety oversight, and building operations. By delivering customer-focused service, managing complex projects, and overseeing third-party rentals and leases, Building & Services ensures that physical infrastructure and shared spaces serve as strategic assets that support scientific productivity, collaboration, and long-term growth.

The Events Coordinator provides comprehensive administrative, financial, and logistical support for institutional events and event planning committees at The Hormel Institute (HI). This position coordinates event planning and execution, manages event- and facilities-related budgets, and supports departmental operations related to events, facilities, and external engagement.

Reporting directly to the Director of Building & Services, the Events Coordinator manages a complex portfolio of institutional initiatives and exercises independent judgment in planning, prioritizing, and implementing administrative, financial, and operational functions. The role serves as a strategic partner to leadership, committees, and external stakeholders by driving process improvements, ensuring regulatory and policy compliance, and supporting both short- and long-term planning for events, facilities operations, and institutional engagement.

The position requires strong organizational skills, attention to detail, and the ability to manage multiple concurrent priorities and deadlines. The employer retains the right to change or assign other duties to this position.

Focus of Job Responsibilities

• Serves as the primary communications liaison for institutional events, working closely with HI leadership, internal teams, and external stakeholders.
• Participates as an active member of major event planning committees, providing administrative, logistical, and coordination support.
• Oversee the administrative and operational framework for institutional event programs, including development and maintenance of standardized processes, documentation, workflows, and compliance protocols aligned with University, collegiate, and regulatory requirements.
• Plans, coordinates, and executes a wide range of institutional events, including seminars, data clubs, recognition events, symposiums, workshops, meetings, and large annual offsite employee appreciation events.
• Develops, manages, and oversees event- and facilities-related budgets, including forecasting, reconciliation, financial reporting, and authorization of expenditures; reviews and processes financial transactions in compliance with University policies and provides budget analysis to support leadership decision-making and long-term planning.
• Partners with the Marketing & Communication teams on the development and execution of communications strategies related to events, sponsor ships, and external engagement, ensuring alignment with The Hormel Institute's mission, branding, and outreach goals.
• Tracks and analyzes event participation and feedback; prepares summaries and reports for leadership and planning committees.
• Serves as the logistical and project coordination lead for internal events, ensuring timely execution, clear communication, and alignment across departments.
• Conducts operational analysis and prepares recommendations to support continuous improvement, resource planning, and long-term event and facilities strategy.
• Provides functional guidance to staff, student employees, volunteers, and cross-departmental project teams by assigning work, establishing priorities, and monitoring progress to ensure high-quality and timely outcomes.
• Coordinates travel and logistics for event guests, including airfare, ground transportation, lodging, and reimbursements through University of Minnesota systems.
• Negotiates, prepares, and administers contracts and service agreements with vendors, sponsors, and external partners; authorizes contract payments and ensures compliance with University procurement, insurance, and legal requirements.
• Coordinates required licensing, permits, and approvals for events and ensures compliance with University food, beverage, and regulatory policies.

• Serves as the primary point of contact for external events hosted at The Hormel Institute.
• Coordinating licensing and insurance requirements, preparing contracts, and supporting events from planning through execution while maintaining high standards of customer service and professionalism.

• Prepares meeting and event spaces, including coordination of IT equipment, materials, and room setup.
• Coordinates food and beverage services in accordance with University policy.
• Oversees post-meeting and post-event cleanup and…