Administrative and Event Coordinator

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 45,000 - 50,000; Full time

Job summary

The Sorensen Institute for Civic Leadership at the University of Virginia seeks an Administrative and Event Coordinator in Charlottesville. You will manage logistics for programs and events, including venue, hotel, dining, and vendor negotiations, and oversee invitations and registrations.

You will maintain calendars for the Institute and the Director, coordinate with program and alumni staff, and support planning meetings while ensuring cost-efficient services and strong vendor relations.

Qualifications

• Bachelor's degree or combination of education and experience accepted.
• 1+ years of relevant experience preferred.
• Familiarity with UVA purchasing and contracting portal is a plus.

Responsibilities

• Negotiate, confirm and manage hotel room reservations and other venue/dining needs for programs and events.
• Track expenses and maintain budget documentation.
• Manage invitation and registration processes from start to finish.
• Maintain Sorensen's master calendar and coordinate Director's schedule.
• Coordinate internal staff planning meetings and communications with vendors.

Skills

Strong organizational skills

Attention to detail

Vendor management

Education

Bachelor's degree

Tools

The Marketplace (UVA Purchasing Portal)

Job description

The Sorensen Institute for Civic Leadership seeks applications for an Administrative and Event Coordinator. The Coordinatorwillhandlelogisticsfor educational Sorensen's programs and events, with a primary focus on securinghotel rooms, arranging for othervenuesanddining options,negotiating event proposals with vendors,andmanaging the invitation and registration processesfor participants in Sorensen's programs and events.

The Coordinator will also manage the Institute's master calendar and the professional calendar for Sorensen's Director, facilitating meetings with stakeholders and donors across the Commonwealth of Virginia.

The person in this position will report to the Director of the Sorensen Institutefor Civic Leadership. The Director anticipates that the successful candidate will be able to pick up additional skills, responsibilities, and duties over the course of employment upon meeting the basic requirements of the position.

The attributes of the ideal applicant will include strong organizational skills, attention to detail, and an ability to work proactively with external vendors to ensure that they are able to meet the Institute's needs in a cost-effective manner.

Applicants should be self-motivated and able to: thrive in a collegial environment among people strongly committed to Sorensen's mission; work independently as part of a team focused on institutional priorities; work calmly and professionally, especially during those occasional times when the team finds itself in pressure situations; and uphold ethical standards generally and, particularly, with respect to handling confidential information.

Administrative and Event Coordinator keyresponsibilities include:

• Work independently within a team structure to fulfill defined organizational goals
• Within a budgetestablishedby Sorensen: negotiate,confirmand managehotel room reservations and other venue and dining needs for Sorensen programs and events
• Ensure procurement andpurchasingprocedures are followed andmanaged withinbudgetary limits
• Track expenses to maintain Sorensen's budget documentation
• Ensure delivery of services and goods by vendors
• Work with vendors to accommodate participant dietary restrictions, allergies, medical needs, mobility/accessibility/disability concerns
• Maintain positive relationships with existing vendors and conduct research to find new vendors when necessary
• Work withSorensen program and alumni engagement associatesto ascertain and communicate venue needs, entry procedures, security measures, and other information needed by program participants and guest speakers
• Anticipate recurringevents, reviewingpreviousprocedures, materials, and attendance trends
• Manageeventinvitation andreplyprocesses from start to completion, includingmaintaininginvitation lists, compiling invitation materials, organizing response systems, and communicating with invitees via email and phone
• Implement event registration procedures (advance and on site),tracking systems for event participant information, ticket sales, publicity, and attendee profile management
• Maintain Sorensen's master calendar and keep team memb ers on task for implementing the scheduled items in a timely manner
• Keep the Director's schedule updated and set up meetings for the Director
• Set up internal planning and other staff meetings
• Organize electronic storage of relevant documentation * In addition to the above job responsibilities, other duties may be assigned.

MINIMUM REQUIREMENTS:

• Education: Bachelor's degree or combination of education, experience, and or certifications in lieu of degree requirement.
• Experience: 1+ years of relevant experience.
• Preference will be given to candidates with experience ordemonstratedinterest in public policy,politicsor government.Familiarity with UVA'spurchasingand contracting portal The Marketplace is notrequiredbut is a plus.

The position will be based in Charlottesville andwillrequireoccasional travel,including overnight, forprogram support, event support, advance informational site visits.

Compensation:

The salaryrangefor the position is $45,000-$50,000.The University of Virginia offers a competitive benefits package.For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

Physical Demands:

Employee will be required to lift various weights, climb ladders and stairs in order to complete jobs.

The use of both hands and a repetitive motion will be required while performing duties. Valid Drivers License is required.

Organization Description:

TheSorensen Institute for Civic Leadership was founded in 1993 to bring together individuals with a passion forpublic policyand public servicewhohave a wide variety of viewpoints and backgrounds but want to work together for the common good. Our non-partisaneducationalmission is todevelop leaders who canstrengthen and enhance the quality of government, politics, and civic engagementat all levels throughout Virginia.

Through a variety of programs-for high school and college leadersas well asemerging adult leadersand mid-to-late careerleaders -- the Sorensen Institute hasestablisheditself as a powerful and effective force for buildingeffectivenessin our political system.

The Sorensen Institute is housed within the University of Virginia's Weldon Cooper Center for Public Service. The Cooper Center provides leadership development; consulting; data analysis; and research-based, unbiased information to state and local officials, policy makers, community leaders, and members of thegeneral publicin urban, suburban,and rural areas alike. As a part of the Karsh Institute of Democracy at the University of Virginia, the Cooper Center is an experiential expression of Karsh's's study and support of democracyworldwide, andactivelydemonstratesUVA's dedication to public service.

Non-discrimination:

The University of Virginia is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.