Event Coordination Specialist

2 weeks ago

Charlottesville, Virginia, United States Commonwealth of Virginia Full time
Position Overview:
The Commonwealth of Virginia is seeking applications for an Events Coordination Specialist.

The selected candidate will play a pivotal role within the Marketing team, specifically within the Dean's office, focusing on event planning and execution.

The Events Coordination Specialist will be tasked with organizing and managing a variety of events and meetings for the Dean and various divisions, including significant and high-profile gatherings for the College and Graduate School of Arts and Sciences (A&S). This individual will act as the primary events authority within A&S, offering support and guidance to event planners across the organization by providing best practices and templates for successful events. The ideal candidate should demonstrate a proactive approach, possess strong organizational skills, and exhibit flexibility in adapting to changing circumstances. Reporting directly to the Director of Marketing, the Events Coordination Specialist will collaborate with leadership, faculty, staff, and external vendors.

Key Responsibilities:
  • Lead the planning and management of events hosted by the Dean and other significant gatherings for A&S.
  • Oversee all facets of event and meeting organization for the Dean's Office, including programming in consultation with leadership, event production, invitation management, and post-event follow-up.
  • Create project plans and budgets for events, ensuring adherence to established goals.
  • Develop and refine processes for scheduling and planning events, working closely with colleagues.
  • Anticipate recurring events, reviewing past procedures and attendee trends to optimize future planning.
  • Manage the invitation and response process from initiation to completion, including maintaining invitation lists and communicating with invitees.
Enhancing Event Planning Capacity:
  • Provide leadership and resources to other event planners within A&S to foster high-quality event execution.
  • Document, implement, and continuously improve event management policies and procedures.
  • Build and maintain relationships with university departments, vendors, and event management partners.
  • Address and resolve sensitive issues, consulting with leadership as necessary.
  • Identify and implement solutions for event tracking systems, ensuring effective management of participant information and registration.
  • Ensure compliance with procurement and budgeting procedures.
Compensation:
Anticipated hiring range: $70K - $100K; salary will be commensurate with experience.

Minimum Qualifications:
  • Bachelor's degree and a minimum of 4 years of relevant experience.
  • Alternatively, an additional 4 years of experience may be considered in lieu of a degree.
Preferred Qualifications:
  • Proven experience in program and event management, including goal setting and budget oversight.
  • Exceptional organizational skills and attention to detail, with the ability to thrive in a dynamic environment.
  • Professional demeanor and ability to manage high-pressure situations effectively.
  • Strong verbal and written communication skills, with a focus on building relationships.
  • High commitment to customer service and problem-solving capabilities.
  • Ability to work independently and collaboratively within a team.
  • Familiarity with local event spaces and services is highly desirable.
  • Knowledge of audio-visual systems and videoconferencing solutions.
  • Flexibility to work evenings and weekends as needed.
Application Instructions:
Interested candidates should submit a cover letter detailing their interest and qualifications, along with a resume. All application materials should be uploaded into the designated submission field.

Physical Demands:
This position primarily involves sedentary work with extensive use of desktop computers. Occasional travel may be required for meetings and events. The ability to stand for extended periods and lift equipment weighing up to 50 pounds is necessary.

The Commonwealth of Virginia is committed to diversity and inclusion within its workforce. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, sexual orientation, veteran status, and family medical or genetic information.

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