Job Details

Kappa Kappa Psi and Tau Beta Sigma are the national honorary service fraternity and sorority for college band members. Together, these two separate organizations have 400 chapters and 9,000 active collegiate members on campuses across the nation.

The National Headquarters of ΚΚΨ & ΤΒΣ is in Stillwater, Oklahoma. The National Headquarters staff assist the national councils of both organizations and conduct many of their business operations, including accounting, contracting, alumni relations and development, online and print publications, membership services, new member and chapter education and more.

Join Our Team as an Office/Event Coordinator!

Do you thrive at the center of the action - where operations, people, and priorities intersect? If so, we invite you to apply for the role of Office/Event Coordinator at Kappa Kappa Psi & Tau Beta Sigma!

About the Role: The Office/Event Coordinator works alongside the National Executive Director and other National Headquarters staff. They are expected to carry out any delegated tasks to facilitate and support executing National Leadership Meetings, In-person Committee Meetings, National Conventions and Regional Conventions. Also assists with the upkeep, administration and functioning of the National Headquarters and the National Headquarters Annex facilities.

The Office/Event Coordinator supports logistic needs of organizations' meetings and events. They may research venues, review contracts, conduct site inspections, and arrange any necessary outside speakers or invited guests, as necessary. The Office/Event Coordinator will communicate with hotel and event venues to assist with rooming lists, room assignments, and other aspects of the individual meetings and conventions as needed.

The Office/Event Coordinator arranges equipment and material rentals for meetings/conventions to include musical instruments, lighting, staging, or audio/visual equipment. They are responsible for preparing and maintaining records of event registrations. Regular communication with the National Executive Director, National Councils, and other leadership is also expected.

Must have 1-2 years of experience in coordinating or assisting with planning events or business operations-related experience.

KEY RESPONSIBILITIES

Administrative Support

• Support the National Executive Director and Accounting Manager in administrative paperwork as needed.
• Support National Executive Director with pre-event operational planning, group management, and other administrative support.
• Coordinate travel arrangements and local transportation for attendees, as needed for Fraternity and Sorority Events.
• Help set up and teardown events, when required.
• Coordinate day of event logistics including signage, greeting, staff duties and other local transportation.
• Coordinate pre-event details including registrations, payments, insurance, and website content.
• Develop and coordinate social media content for events and National Headquarters channels and serve as Admin in posting; Collaborate and assist with social media content for Kappa Kappa Psi & Tau Beta Sigma.

Contract, Purchase, and Maintenance Agreements

Working with the National Executive Director, the Office/Event Coordinator will maintain the following agreements needed for the proper operation of the National Headquarters:

• Coordinate Computer and printer leasing/maintenance agreement and supplies.
• Coordinate the cleaning, sanitizing and maintenance agreements for each facility.
• Assist with accounts related to telephone and internet services.
• Coordinate accounts for the headquarters' mailing and printing systems. Also order printed items such as letterheads, envelopes, and certificates.
• Maintain accounts for the fire and security systems at each facility.
• Maintain accounts and service agreements for the upkeep of HVAC systems at both facilities.
• Maintain accounts related to pest control and termite protection for both facilities.
• Order Membership pins and other giveaways desired by the national organizations.
• Assist with National Headquarters support tasks as needed.
• Perform other duties as assigned to meet the objectives of the National Headquarters.

DESIRED QUALIFICATIONS

• Membership in ΚΚΨ and ΤΒΣ is encouraged but not required. Members of other fraternities and sororities with relevant experience, or those with an interest in student affairs work, are also highly encouraged to apply.
• A completed bachelor's degree is required.
• Experience in Hospitality and Tourism Management, Event Planning or Business Operations-related fields is desired.
• Be detailed and creative.
• Be able to organize, set priorities, meet deadlines, and manage multiple projects consistently. Attention to detail is critical and must be demonstrated.
• Exercise a clear and articulate approach to all types of communication and problem solving.
• Working knowledge of Microsoft Office. Experience with Google Workspace and Salesforce is desired.
• Analytical and comfortable working with databases.
• Comfortable speaking on a telephone and interacting with the public.
• Commitment to the missions of Kappa Kappa Psi and Tau Beta Sigma

Working Conditions: The Office/Event Coordinator position is a full-time position and duties will be performed in-person at our Headquarters in Stillwater, Oklahoma. This hybrid/remote schedule requires 3 days in the office and 2 days remote per week.

Work Schedule: The regular work schedule is from 8:00 am to 5:00 pm, Monday through Friday. This position has weekends off but may require some weekend hours for special meetings or events as applicable. Occasional in-office attendance is also required for events and meetings.

Travel: 5-10% - Occasional travel may be required to attend district or national conventions, two or three times per year.

Why Join Us?

• Be part of a mission-driven organization making a real impact.
• Work with a supportive, dynamic team that values your ideas.
• Competitive compensation and comprehensive benefits package.
• Flexible work arrangements and a culture that prioritizes work-life balance.
• Generous time off: all Federal holidays, week off between Christmas & New Year Holidays, PTO and Sick Leave.

If you're excited about helping us expand our community and make a difference, we want to hear from you! Apply today by submitting your resume and cover letter outlining your passion for business operations.

KAPPA KAPPA PSI & TAU BETA SIGMA NATIONAL HEADQUARTERS is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.