Special Events Coordinator

UR University of Richmond; United States; On-site; USD 29,000 - 39,000; Full time

Job summary

The University of Richmond, Robins School of Business, seeks a full-time events coordinator to plan and execute educational events, conferences, student and alumni activities with faculty, staff and business partners.

This role involves developing event schedules, managing budgets, coordinating invitations, multi-channel marketing, online registration, space booking, catering, logistics and on-site management, and acting as liaison across vendors, organizers and university departments.

Qualifications

• Bachelor's degree or equivalent experience required.
• 2+ years of special event planning, management and execution.
• Higher education experience a plus.
• Strong communication and organizational skills.

Responsibilities

• Plan and manage special events within budget.
• Coordinate invitations, marketing, online registration, and catering.
• Develop event timelines and provide on-site management.
• Liaise with contractors, vendors, speakers, faculty, and admins.
• Support student organizations and campus platforms access.

Skills

Meeting planning

Team collaboration

Microsoft Office

Organizational skills

Communication skills

Work under pressure

Education

Bachelor's degree or equivalent

Tools

Database systems

Registration platforms

Venue booking systems

Job description

Job Description SUMMARY: Plans and execute special event activities for the Robins School of Business. To include educational events, conferences, student events, networking events and other selected events involving faculty, staff, students, alumni and the business community. Ensure smooth-running, effective events.

Responsibilities

• Event Planning/Management: Work with supervisor in the business school to develop special event schedule for the academic year. Ensure that all managed events align with school’s mission and goals and are within budgetary limits.
• Responsible for coordination and execution of assigned special events and/or programs which includes: development of invitation lists, 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 special event and develops event timeline for each assigned event.
• Serves as principal liaison between contractors, vendors, organizers, speakers, faculty, and administrators with regards to all facets of logistical operations supporting assigned programs and events.
• Database Management: Assist with the management and updating of database systems with regards to recording data on special events.
• Robins School of Business – Undergraduate Student Organization Support: Serve as liaison with student organizations based in the Business School as it pertains to events.
• Collaborate with Director of the Center Professional Skills and Development and students on their event programs and assist with navigating campus platforms, policies and procedures as it pertains to special events.
• Maintain student organization access to university systems.

Qualifications

• General knowledge and understanding of meeting planning and event 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 with systems for data management, space reservation, registration, online event programs.
• Strong organizational skills are required to balance a variety of 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 work with a wide range of constituencies in a diverse community.
• Ability to work well under pressure and handle last minute projects and shifts in priorities.

Education & Experience

• Bachelor's degree or an equivalent combination of education and experience
• 2+ years of special event experience (planning, managing and executing 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 hours required for assigned special events. Schedule will be flexed to accommodate special event hours.

Salary Structure

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

Located just minutes from downtown Richmond, Virginia, the University of Richmond blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. The mission of the University of Richmond is to educate in an academically challenging, intellectually vibrant, and collaborative community dedicated to the holistic development of students and the production of scholarly and creative work. A Richmond education prepares students for lives of purpose, thoughtful inquiry, and responsible leadership in a diverse world. Our strategic priorities are academic excellence, belonging and community, access and affordability, well-being, and experiential learning and community engagement. These priorities, coupled with strong benefits, makes the University of Richmond an employer of choice in the Richmond area. UR is a private, highly selective, liberal arts university with a welcoming spirit that prizes diversity of experience and thought. With more than 60 undergraduate majors and an average undergraduate class size of 15 students, the University provides a collaborative learning and research environment unlike any other in higher education, offering students an extraordinary combination of the liberal arts with law, business, leadership studies, and continuing education. The University of Richmond ranks number 30 among the nation’s best liberal arts colleges by US News and World Report, one of many accolades that showcases Richmond as a premiere place to grow professionally and personally.