Event Coordinator, Contemplative Sciences Center

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 53,000 - 58,000; Full time

Job summary

The Rector & Visitors of the University of Virginia is seeking an Events Coordinator to assist with a broad range of event activities, including facility scheduling, client coordination, vendor relations, and budget adherence. You will gather cost information, prepare set-up reports, and support the planning and execution of CSC events.

Responsibilities include collaborating with the Event Manager, offering tours to clients, processing reservations, and ensuring smooth operation of events with

Qualifications

• Bachelor's degree required.
• Minimum 4 years of relevant experience.
• Experience facilitating programs and events, preferably in higher education.

Responsibilities

• Collaborate with Event Manager in all aspects of hosting events, including scheduling facilities and negotiating rental costs.
• Offer tours to potential clients to explain spaces and restrictions.
• Process reservation requests and maintain database; prepare set-up reports and resolve issues.
• Oversee processing of facility requests via 25Live software.
• Support internal clients to plan CSC events including catering, hotel blocks, transportation, AV needs and logistics.
• Ensure student event staff are prepared to serve customers daily.
• Document procedures and ensure readiness of the Event Management office.
• Collaborate with Operations to provide operational support.
• Lift and move items up to 25 lbs and handle typical event setup.
• Work non-traditional hours, including evenings and weekends, with a cap of 80 hours over two weeks.

Skills

Event coordination

Communication skills

Organizational skills

Education

Bachelor's degree

Tools

25Live

Eventbrite

Job description

Events Coordinators assist with a variety of event activities, including processing facility reservation requests, supporting client accounts, maintaining vendor relationships, and helping to plan and execute events. They gather cost information and make recommendations to clients. Event Coordinators compile event material, run usage reports, process billing, and update the event calendar, as necessary. They coordinate details and event logistics and adhere to a budget.

Job Description

• Collaborate with Event Manager in all aspects of hosting events, including scheduling facilities, negotiating rental costs with clients, ensuring adequate staffing for events, collecting fees and managing contracts.
• Offer tours to potential clients, helping them understand both the opportunities and restrictions of the spaces available.
• Process reservation requests and maintain database. Prepare set-up reports and investigate and resolve problems.
• Oversee the processing of facility requests via 25Live software.
• Support internal clients to produce CSC events to include agenda planning, catering, hotel block, transportation, room set-ups, audio visual requirements, security, custodial needs, etc., ensuring seamless execution.
• Ensure student event staff is prepared to serve customers daily. Identify current projects and tasks to be completed.
• Ensure daily readiness of the Event Management office and document procedures.
• Collaborate with the Operations team to provide operational support.
• Must be able to lift 25 lbs, and be comfortable and willing to do typical event work: moving boxes, furniture, etc.
• Must be comfortable working in a fast-paced environment, and managing multiple events at various stages at once.
• Given that many events happen in the evening and on weekends, this position requires non-traditional work hours as well as traditional work hours, but CSC is committed to a healthy work-life balance, so hours will not exceed 80 over a 2 week period.
• In addition to the above job responsibilities, other duties may be assigned.

MINIMUM REQUIREMENTS

Education: Bachelor's degree

Experience: at least 4 years of relevant experience. Experience facilitating programs and events, preferably at an institution of higher education, and familiarity with trends in undergraduate education is strongly preferred.

Licensure: None

Preferred Qualifications

• Familiarity with Microsoft Office Suite (Word, Excel, Outlook)
• Experience using scheduling or event platforms such as Eventbrite and 25Live
• Must be able to lift 25 lbs and move tables and chairs comfortably
• Strong organizational and communication skills
• Comfort with troubleshooting basic AV or facilities-related issues

Anticipated hiring range: $53,000-$58,000 commensurate with education and experience. This is a restricted position. https://uvapolicy.virginia.edu/policy/HRM-021#Restricted_Position

PHYSICAL DEMANDS:

Job may require sitting/standing for prolonged periods, frequently bending/stooping/traveling. Ability to lift/push/pull 25 lbs., climb ladders, stairs. Ability to use hands, often in repetitive motion, in order to complete work assignments.

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.

Department Contact: For questions about the position, please contact Cecelia Magargee [e-mail]