Institutional Events Coordinator

William & Mary; Virginia (IL); On-site; USD 54,000 - 64,000; Full time

Job summary

William & Mary seeks an Institutional Events Coordinator to plan and execute strategic university events, partnering with the Dean’s Office, Advancement, and Academic Affairs. You will manage goals, timelines, vendors, and on-site logistics while ensuring compliant space usage and excellent staff coordination.

The role requires strong communication, organizational, and project-management skills, with experience supporting senior leaders and VIPs preferred. A Bachelor’s degree is required.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Ability to work independently and proactively solve problems.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong interpersonal and relationship-building skills.
• Sound judgment and decision-making ability.
• Proficiency in Microsoft Office and virtual platforms like Zoom.

Responsibilities

• Plan and manage event goals, timelines, and briefing materials for senior leaders.
• Coordinate vendors, spaces, and on-site event logistics.
• Oversee event setup, breakdown, and staff coordination.
• Manage campus space reservations and visitor housing, daily operations.
• Develop run-of-show documents and manage communications.

Skills

Independent work

Organization

Communication skills

Interpersonal skills

Decision making

MS Office

Zoom

Education

Bachelor's degree

Tools

Excel

Outlook

Word

Zoom (virtual platforms)

Job description

Job Requisition:JR101783 Institutional Events Coordinator (Open)Job Posting Title:Institutional Events CoordinatorDepartment:CC00810 VIMS1 | DEAN | Office of the Dean and DirectorJob Family:Staff - Public RelationsWorker Sub-Type:Regular (benefited)Job Requisition Primary Location:Virginia Institute of Marine SciencePrimary Job Posting Location:Posting Location - VIMS GloucesterJob Description Summary:The mission of William & Mary’s Batten School of Coastal & Marine Sciences & Virginia Institute of Marine Science (VIMS) is to seek and broadly communicate knowledge in marine and coastal science to the Commonwealth of Virginia, the nation, and the world through research, education, and advisory service. The Batten School & VIMS make seminal advances in understanding coastal and marine systems through research and discovery, translate research findings into practical solutions to complex issues of societal importance, and provide new generations of researchers, educators, problem solvers, and managers with an education of unsurpassed quality.Job Description:The Dean & Director’s office provides leadership to the Batten School & VIMS in the pursuit of excellence in the academic, research, and advisory mission of the Institute. The goal of the office is to provide an open, respectful, and welcoming environment and timely responses to the administrative needs of internal and external stakeholders.Reporting to the Chief of Staff, the Institutional Events Coordinator partners with units across the institute—including the Dean & Director’s Office, Advancement, and Academic Affairs—to plan and execute strategic and special events.Key ResponsibilitiesThe Institutional Events Coordinator manages all aspects of event planning, including:Developing event goals, objectives, and briefing materials for senior leadersManaging timelines, deliverables, and project plansCoordinating vendors and external partnersOverseeing event logistics and on-site executionManaging event setup and breakdownCoordinating staff and event support teamsThis position will also manage campus space reservations and daily event setups, assisting with room reservations and coordinating with facilities and housekeeping staff regarding meeting and event setups for daily activities across the institute. They will serve as the point of contact for internal and external customers needing to reserve meeting space and short-term visitor housing on the VIMS campus and will develop and enforce policies and procedures to guide institutional facility use.The role requires creativity, navigating independently, strong project management skills, attention to detail, and the ability to collaborate with diverse stakeholders.Required Qualifications:EducationBachelor’s degree or equivalent combination of education and experienceCompetenciesAbility to work independently, take initiative, and solve problems proactivelyStrong organizational skills with the ability to manage multiple prioritiesExcellent written and verbal communication skillsStrong interpersonal and relationship-building skillsSound judgment and decision-making abilityProficiency in Microsoft Office (Outlook, Excel, Word) and virtual platforms (e.g., Zoom)Ability to remain calm under pressure and adapt in a fast-paced environmentExperienceExtensive experience managing events from planning through execution and wrap-upExperience working collaboratively to deliver projects or eventsPreferred QualificationsExperience supporting events involving senior leaders, donors, or VIPsExperience developing project management tools, templates, or workflowsSalary: $54,000-$64,000 commensurate with experienceReview Date: 9-4-2026Core Duties and Responsibilities1. Institutional Event Planning, Management, and Execution (50%)Define event scope, objectives, audience, and timelines with stakeholdersTrack progress using project management toolsMonitor timelines and follow up on deliverablesDevelop and maintain planning documents and workflowsCoordinate logistics, including:Space, vehicle, and vessel reservationsVendor coordinationEvent setup and breakdownManage event materials (signage, nametags, printed items, etc.)Track registrations and RSVPsDevelop run-of-show documents and briefing materialsLead planning, briefing, and debrief meetingsManage event communications (invitations, reminders, registration pages)Ensure compliance with institutional policies and procurement procedures2. Campus Space Reservations & Daily Event Operations (40%)Administer the event management system:Troubleshoot issues with IT supportAssist users with system questionsGenerate reports as neededCoordinate daily reservations and event setups:Work with facilities, housekeeping, and financeEnsure accurate setup and billingServe as the primary point of contact for:Space reservationsVisitor housingEvent setup requestsDevelop and enforce policies and best practices for facility use3. Other Duties (10%)Support projects and initiatives within the Dean & Director’s OfficeAssist with institutional activities as neededAdditional Job Description:Job Profile:JP0390 - Events Coordinator II - Exempt - Salary - S09Qualifications:Compensation Grade:S09Recruiting Start Date:2026-08-17Position Restrictions:Continuing E&G funded position and not term-limitedEEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https:// www.eeoc.gov/know-your-rights-workplace-discrimination-illegalBackground Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.