Institutional Events Coordinator

VIMS1 Virginia Institute of Marine Science; Virginia (IL); On-site; USD 54,000 - 64,000; Full time

Job summary

The Virginia Institute of Marine Science (VIMS) is seeking an Institutional Events Coordinator to plan and execute university-wide events, working closely with the Dean’s Office, Advancement, and Academic Affairs on strategic initiatives.

You will manage timelines, vendor relationships, and campus space reservations, ensuring accurate setups, compliance with policies, and professional experiences for senior leaders and VIPs.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Strong organizational and communication skills; ability to manage multiple priorities.
• Proficiency in Microsoft Office and virtual platforms (e.g., Zoom).
• Experience managing events from planning through execution.
• Experience partnering with senior leaders, donors, or VIPs is preferred.

Responsibilities

• Developing event goals, objectives, and briefing materials for senior leaders.
• Managing timelines, deliverables, and project plans.
• Coordinating vendors and external partners.
• Overseeing event logistics and on-site execution.
• Managing campus space reservations and daily event setups.
• Serving as the primary contact for space reservations and visitor housing.
• Ensuring compliance with institutional policies and procurement procedures.

Skills

Independent work

Organizational skills

Communication skills

Interpersonal skills

Problem solving

Project management

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Zoom

Job description

Job Requisition: JR101783 Institutional Events Coordinator (Open)

Job Posting Title: Institutional Events Coordinator

Department: CC00810 VIMS1 | DEAN | Office of the Dean and Director

Job Family: Staff - Public Relations Worker

Sub-Type: Regular (benefited)

Job Requisition Primary Location: Virginia Institute of Marine Science

Primary Job Posting Location: Posting Location - VIMS Gloucester

Job 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 InstitutionalEventsCoordinatorpartners with units across the institute—including the Dean & Director’s Office, Advancement, and Academic Affairs—to plan and execute strategic and specialevents.

Key Responsibilities

• Developing event goals, objectives, and briefing materials for senior leaders
• Managing timelines, deliverables, and project plans
• Coordinating vendors and external partners
• Overseeing event logistics and on-site execution
• Managing event setup and breakdown
• Coordinating staff and event support teams

This 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

• Education: Bachelor’s degree or equivalent combination of education and experience
• Competencies:
  • Ability to work independently, take initiative, and solve problems proactively
  • 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 (Outlook, Excel, Word) and virtual platforms (e.g., Zoom)
  • Ability to remain calm under pressure and adapt in a fast-paced environment
• Experience:
  • Extensive experience managingeventsfrom planning through execution and wrap-up
  • Experience working collaboratively to deliver projects orevents
• Preferred Qualifications:
  • Experience supportingeventsinvolving senior leaders, donors, or VIPs
  • Experience developing project management tools, templates, or workflows

Salary: $54,000-$64,000 commensurate with experience

Review Date: 9-4-2026

Core Duties and Responsibilities

1. Institutional Event Planning, Management, and Execution (50%)

• Define event scope, objectives, audience, and timelines with stakeholders
• Track progress using project management tools
• Monitor timelines and follow up on deliverables
• Develop and maintain planning documents and workflows
• Coordinate logistics, including:
  • Space, vehicle, and vessel reservations
  • Vendor coordination
• Event setup and breakdown
• Manage event materials (signage, nametags, printed items, etc.)
• Track registrations and RSVPs
• Develop run-of-show documents and briefing materials
• Lead planning, briefing, and debrief meetings
• Manage event communications (invitations, reminders, registration pages)
• Ensure compliance with institutional policies and procurement procedures

2. Campus Space Reservations & Daily Event Operations (40%)

• Administer the event management system: Troubleshoot issues with IT support
• Assist users with system questions
• Generate reports as needed
• Coordinate daily reservations and event setups: Work with facilities, housekeeping, and finance
• Ensure accurate setup and billing
• Serve as the primary point of contact for:
  • Space reservations
  • Visitor housing
  • Event setup requests
• Develop and enforce policies and best practices for facility use

3. Other Duties (10%)

• Support projects and initiatives within the Dean & Director’s Office
• Assist with institutional activities as needed

Additional Job Description

Job Profile: JP0390 - Events Coordinator II - Exempt - Salary - S09 Qualifications: Compensation Grade: S09 Recruiting Start Date: 2026-08-17 Position Restrictions: Continuing E&G funded position and not term-limited EEO 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-illegal Background 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. William & Mary and the Virginia Institute of Marine Science (VIMS) are vibrant, innovative and engaged communities and we are delighted about your interest in a career with us. Please be aware Workday has weekly downtimes and will be unavailable Fridays starting at 9:00 p.m. through Saturdays at noon (ET) for scheduled maintenance. During this time, the portal will be closed and will not accept applications. William & Mary offers a competitive range of benefits that support employee well‑being and professional growth, including access to on‑campus fitness facilities, university libraries, and other wellness resources. Educational assistance, professional development opportunities, and a robust holiday schedule are also available. Learn more and explore our comprehensive benefits website.