VCUarts Events Coordinator (part-time)

Virginia Commonwealth University

Richmond (VA)

Hybrid

USD 41,000 - 48,000

Part time

7 days ago

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Job summary

Virginia Commonwealth University School of the Arts (VCUarts) seeks a part-time Event Coordinator to plan, coordinate and execute events. This role serves as the primary contact for events and reports to the Director of Communications and Marketing.

The position is based on the Richmond campus with on-site work for the first six months; after that, a hybrid schedule with up to two remote days per week may be possible. A strong customer-service mindset is essential for success.

Qualifications

Bachelor’s degree in business administration, public relations, hospitality, communications, or related field or equivalent experience.
Demonstrated experience in event planning, coordination or program development and management.
Strong follow-through and ability to move work from intake to closeout.

Responsibilities

Lead planning and execution of VCUarts events including Dean’s office and leadership events, ceremonies and signature events.
Develop event timelines, budgets, logistics and staffing plans; coordinate venues, catering, AV and on-site operations.
Coordinate with Communications and Marketing, leadership and academic units to align events with priorities and branding.
Collaborate with Enterprise Marketing and Communications to align content and branding with institutional priorities.
Evaluate event outcomes and implement process improvements.

Skills

Interpersonal skills

Project coordination

Customer-service mindset

Education

Bachelor’s degree or equivalent in business, PR, hospitality, or related field

Tools

Slack

Asana

Google Workspace

Excel

Job description

Advertising Summary:

The Virginia Commonwealth UniversitySchool of the Arts (VCUarts) seeks a part-time Event Coordinator to serve as the primary point of contact for planning, coordinationand execution of events for VCUarts. This position is a member ofthe Communications team within the School and reports to theDirector of Communications and Marketing.

Unit:

School Of The Arts MBU

Department:

Deans Office Arts

Department Summary:

We’re a public, nonprofit four-year artand design school within a major research university, and offer 18bachelor’s degrees and five master’s degrees. Located in Richmond,Virginia—one of the nation’s most artistic cities, VCUarts is avibrant community of creators, performers and scholars dedicated topushing boundaries and tackling challenges far beyond traditionalarts practices.

Event Coordinator (part-time/hourly)

VCU School of the Arts

Office of Communications

Application Deadline: For best consideration, applications are due Tuesday, October 13, 2026.

Position Summary

The Virginia Commonwealth University School of the Arts (VCUarts) seeks a part-time Event Coordinator to serve as the primary point of contact for planning, coordination and execution of events for VCUarts. This position is a member of the Communications team within the School and reports to the Director of Communications and Marketing.

Duties & Responsibilities:

Event Planning and Execution – 40%

Lead the planning and execution of VCUarts events, includingDean's office and leadership events, academic ceremonies(Commencement), and other signature events.
Develop event timelines, budgets, logistics, and staffing planswhile coordinating venues, vendors, catering, technology, andon-site operations.
Partner with Communications and Marketing team, VCUarts leadership, Development and Alumni Relations, and academic units to deliver events aligned with strategic priorities and branding.
As a member of the VCUarts Office of Communications team, andas a communications and marketing professional, the EventCoordinator will collaborate closely with VCU Enterprise Marketingand Communications to align content, storytelling and brandpositioning with institutional priorities and standards.
Evaluate event outcomes and implement continuous processimprovements.
Demonstrate proven ability to coordinate across multiplestakeholders and manage competing priorities.
Manage event timelines and oversee day-of operations.

Operational Coordination and Logistics – 30%

Serve as the primary point of contact for event planning and logistics, including venues, catering, AV needs, registration, staffing, signage, and vendor support.
Plan calendars and coordinate approvals for all assets, plans, and content.
Coordinate printed materials, promotional items, and event supplies.
Manage vendor relationships, contracts, and event procedures while ensuring compliance with university policies.
Keep projects moving from intake to completion; confirm the right people are involved and deliverables are accurate, approved, and submitted correctly.
Maintain strong quality control across multi-channel deliverables (checklists, timelines, links, QR codes, approvals, version control).

Communications – 20%

Coordinate with the Social Media Coordinator to promote events.
Develop event communications, including web pages, emails, graphics, digital signage, RSVP forms and social media promotions in collaboration with communications and marketing team members.
Maintain clear communication with campus partners, internal stakeholders and leadership.
Bring excellent communication and interpersonal skills with a strong customer-service mindset.

Budget and Resource Management – 10%

In close collaboration with the VCUarts Office of Finance, as well as the Director of Communications and Marketing, develop and manage event budgets.
Monitor expenditures and identify opportunities to improve efficiency and maximize resources.
In collaboration with the VCUarts Office of HR, ensure pre-approvals are obtained for any event staffing needs; i.e., musicians, performers, artists, etc.
Ensure compliance with budget guidelines and processes set by the school and university.

Work Location and Flexibility

This position will be based on VCU’s Richmond campus. To ensure comprehensive training and integration into our School and university work environment, the position will be required to have an on-site work schedule for the first six months. The standard schedule of the Office of Communications is Monday through Friday, 8:30 am – 4:30 pm, however, the hours for the Event Coordinator will not exceed 29 hours per week. After six months, the position’s work schedule could shift to a hybrid structure with up to two days of remote work per week, subject to the needs of the School. Accessto a car is required for this position as some events are off‑site.

Qualifications:

Minimum Qualifications

A deep commitment to the arts.
Bachelor’s degree in business administration, public relations, hospitality, communications, or related field or educational qualifications, professional experience, and training that equates to a Bachelor’s degree.
Demonstrated experience in event planning, coordination or program development and management.
Strong follow-through skills and ability to keep work moving from intake to final closeout.
Must be able to demonstrate diplomacy and professionalism at all times when interacting with campus partners, internal stakeholders, and leadership.
Must be able to exercise confidentiality when necessary.
Must be able to establish and maintain top-notch quality control for multi-channel deliverables, including checklists, timelines, links, QR codes, approvals and version control.
Comfortable using project management and communications software, especially Slack, Asana, Google Workspace platform (Docs, Drive, Forms, Sheets) and/or Excel, as well as basic analytics and reporting.
Strong organizational skills with the ability to manage multiple projects simultaneously and ability to coordinate across multiple stakeholders and manage competing priorities.
Excellent communication and interpersonal skills, with a strong customer-service mindset.
Ability to work independently while collaborating effectively with diverse stakeholders.
Flexibility to work occasional evenings or weekends in support of events.
Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various background checks and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

Experience in higher education, development or nonprofit event planning.
Experience managing complex, high-profile events or programs within a large or decentralized organization.
Demonstrated experience developing or implementing policies, procedures, or operational frameworks.
Knowledge of hospitality or event management best practices.
Demonstrated ability to manage complex, high-visibility events, including experience with risk management, compliance, and/or institutional policies related to events or space use.

Application Deadline: For best consideration, applications are due Tuesday, October 13, 2026.

Salary Range:

$30-$35/hour

Benefits:

All VCU employee types are eligible for a widearray of benefits to support you during your employment at VCU. Consult the benefits website for information on benefits eligibility according to employeetype.

FLSA Exemption Status:

Non-Exempt

Hours per Week:

Up to 29 hours per week on average

ORP Eligible: No

Flexible Work Arrangement:

Fully Onsite with assessment ofwork structure after six months

University Job Title:

80354 - H - Sr Events Mgmt CoordinatorAX 1

Rank:

Non Faculty

Contact Information: