Event Operations Associate, Student Affairs

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 28,929 - 33,062; Full time

Job summary

The University of Virginia is seeking a full-time Event Operations Associate to join the Student Affairs Event Management team in Charlottesville. The role coordinates event scheduling for spaces such as Newcomb Hall and UVA facilities, supervising a staff of about 20 students and ensuring smooth setup, execution, and breakdown.

You will manage event details, maintain records, and provide excellent customer service before, during, and after events, while collaborating with AV, Building

Qualifications

• Bachelor's degree or equivalent in a related field.
• 3+ years of relevant experience.
• Experience with event scheduling software (e.g., 25Live, When2Work).
• Ability to supervise and develop student staff.

Responsibilities

• Coordinate with Newcomb Hall staff to prepare for events.
• Supervise and schedule ~20 student staff.
• Maintain event records and databases.
• Ensure rooms are configured and events run smoothly.
• Provide exceptional customer service before, during, and after events.
• Prepare reports on event setup and building statistics.
• Attend meetings and planning sessions.

Skills

Team leadership

Customer service

Problem solving

Communication

Education

Bachelor's degree or equivalent

Tools

25Live

When2Work

Job description

The University of Virginia's Student Affairs Event Management team has an opportunity for a full-time Event Operations Associate.

Student Affairs Event Management is responsible for the operation and coordination of more than 10,000 events within student activity spaces each year - this includes Newcomb Hall, The UVA Chapel, Ern Commons, the Student Activities Building, outdoor venues, and many more.

The Operations Associate works as part of the event scheduling and coordination team on a variety of activities, including student organization, university department, and outside events. This individual supervises a team of around 20 student staff members that are responsible for room configurations, event set-up and breakdown, maintaining event records and databases, and providing exceptional customer service before, during, and after events. This person plays an important role in creating welcoming, well-organized spaces that support student engagement and the broader mission of Student Affairs.

Responsibilities

The Event Operations Associate will be coordinating with the professional and student staff of Newcomb Hall to ensure that Newcomb Hall is open to the public and prepared for events.

Event Operations:

• Communicate event details to stakeholders and proactively solve problems independently and as part of a team
• Review daily event schedules using 25Live application
• Contact student groups and departments regarding their events
• Ensure rooms are set up correctly
• Collaborate with Student Affairs event colleagues from AV and Building Facilities teams to align timelines and resources for events as needed

Student Supervision:

• Recruit, hire, train, evaluate, supervise and schedule student staff
• Support student building managers with targeted meetings and guidance
• Develop and deliver training and professional development opportunities for student employees
• Serve as part of the Student Staff Development Committee to support the broader student staff experience within Student Affairs spaces
• Ensure staff responsibilities are completed, and staff policies are followed to create an efficient, safe, and successful team

Administrative:

• Prepare reports on event setup accuracy, room use, and building statistics
• Effectively manage student personnel budget
• Attend weekly staff meetings, event operations meetings, and event scheduling planning sessions
• Complete all other duties as assigned

Minimum Qualifications

• Education: Bachelor's degree or combination of education, experience, and or certifications in lieu of degree requirement.
• Experience: 3+ years of relevant experience.

Preferred Qualifications

• Experience with 25Live facility scheduling software, and When2Work staffing software
• Higher Ed, convention or event venue operations experience
• Experience coordinating part-time staff schedules

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.

Salary Range

The anticipated hiring range is $21.00 - $24.00 per hour, commensurate with education and experience.

Position Type & Work Location

• This is a non-exempt-level, benefited position. Learn more aboutUVA benefits.
• This position is based in Charlottesville, VA, and must be performed fully on-site.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application Timeline

Application review will begin after August 3, 2026. Applications must be received by August 10, 2026.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship at this time.

Contact

• For questions about the position, please contact Robert Gough Jr. [e-mail]
• For questions about the application process, please contact Eric Allen at [e-mail].

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.