Special Events Coordinator

University of Richmond; Richmond (VA); On-site; USD 29,000 - 39,000; Full time

Job summary

University of Richmond invites applications for a Special Event Coordinator in the Robins School of Business. The role plans, coordinates, and executes educational events, conferences, and student activities involving faculty, staff, students, alumni, and the business community.

The coordinator ensures smooth, well-managed events, adheres to budgets, communicates with diverse groups, and supports undergraduate student organizations and campus platforms.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 2+ years of special event planning, management and execution experience.
• Higher Education experience is a plus.

Responsibilities

• Plan and execute special event activities, conferences, and student events within budget.
• Coordinate with multiple stakeholders, vendors and campus partners for seamless events.
• Maintain and update event databases and registration data.
• Serve as liaison with student organizations and assist with campus platforms and procedures.

Skills

Event budgeting

Team collaboration

Microsoft Office

Data management

Space reservation

Registration systems

Organization skills

Communication

Work under pressure

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Job description

SUMMARY:

Plans and execute special event activities for the Robins Schoolof Business. To include educational events, conferences, studentevents, networking events and other selected events involvingfaculty, staff, students, alumni and the business community. Ensuresmooth-running, effective events.

RESPONSIBILITIES:

Special Event Coordinator job responsibilities include but arenot limited to:

Event Planning/Management

• Work with supervisor in the business school to develop specialevent schedule for the academic year. Ensure that all managedevents align with school's mission and goals and are withinbudgetary limits.
• Responsible for coordination and execution of assigned specialevents and/or programs which includes: development of invitationlists, multi-channel marketing and promotions, online registration,event space procurement, monetary deposits/returns, catering,lodging, technology, program materials, and on-site management.Makes logistical recommendations based on the needs of the specialevent and develops event timeline for each assigned event.
• Serves as principal liaison between contractors, vendors,organizers, speakers, faculty, and administrators with regards toall facets of logistical operations supporting assigned programsand events.

Database Management

• Assist with the management and updating of database systemswith regards to recording data on special events.

Robins School of Business - Undergraduate Student OrganizationSupport

• Serve as liaison with student organizations based in theBusiness School as it pertains to events. Collaborate with Directorof the Center Professional Skills and Development and students ontheir event programs and assist with navigating campus platforms,policies and procedures as it pertains to special events.
• Maintain student organization access to universitysystems.

QUALIFICATIONS

• General knowledge and understanding of meeting planning andevent management principles to include managing event budgets.
• Collaborative team player with a high degree of initiative,problem-solving skills and ability to work independently.
• Thorough knowledge of Microsoft Office and experience withsystems for data management, space reservation, registration,online event programs.
• Strong organizational skills are required to balance a varietyof complex tasks with a high degree of competency and accuracy;ability to manage multiple events and be deadline oriented.
• Strong oral and written communication skills. Ability to workwith a wide range of constituencies in a diverse community.
• Ability to work well under pressure and handle last minuteprojects and shifts in priorities.

EDUCATION & EXPERIENCE

· Bachelor's degree or an equivalent combination of educationand experience

· 2+ years of special event experience (planning, managing andexecuting multiple complex events).

· Higher Education experience a plus.

WORK HOURS:

• Full-time, non-exempt position
• Typical schedule is 8:30am to 5:00pm, Monday through Friday(38.75 hours per week). Some morning, evening and weekend hoursrequired for assigned special events. Schedule will be flexed toaccommodate special event hours.

SALARY STRUCTURE:

Pay Grade 5 (Hiring Range $21.09 to $27.95 per hour)