Major Events and External Relations Coordinator
University of Virginia

Job Info

---

The University of Virginia seeks applications for a Major Events and External Relations Coordinator to support the Office of the President. This position is a critical member of a team charged with planning and coordinating events and interfacing with a range of stakeholders important to the University of Virginia. The Coordinator will report to the Executive Director for Major Events and External Relations.

The Major Events and External Relations Coordinator is a self-motivated, high performer who consistently achieves departmental, organizational, and institutional objectives. Primary responsibilities include serving as department lead for the creation and distribution of print and digital communications, including event invitations, e-newsletters, and RSVP forms. In addition, the Coordinator will be responsible for creating and maintaining departmental communication tools, including websites (Major Events, Founder's Day, and Finals Weekend), e-mail communications, and web-based event registrations. This position will serve as the department expert on University-approved technology platforms, including Cvent, Eventbrite, Marketing Cloud, InfoReady, among others. The Coordinator will also be proficient using the University's customer relationship management database (CRM), Advance Web, to create contact reports for constituents, build custom reports, and extract strategic data.

The Coordinator will assist with logistical preparations associated with a variety of events including but not limited to Finals Weekend, events sponsored by the President, building dedications, Commonwealth Day, Homecomings, Days on the Lawn, New Student Orientation, Reunions Weekend, Family Weekend, advancement events, visits by dignitaries, and other special and pan-University events.The Coordinator will provide support to event planners within the department by preparing invitation lists, creating and distributing event communications, preparing event materials (nametags, place cards, access credentials, parking permits, etc.), and staffing events.

The Coordinator will interact daily with key stakeholders, including event attendees, University leaders, faculty, staff, students, and community members and will be the Team's first point of contact for general inquiries by phone and email.

In addition to the above job responsibilities, other duties may be assigned.

Required education/experience/skills:

• Bachelor's Degree and one year of related experience
• Experience managing multiple concurrent projects in a fast-paced environment
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Comfortable with learning and implementing new software technology
• Experience handling mailings using a database system
• Must be detail-oriented with strong organizational and time management skills
• Strong interpersonal and public relations skills in interacting with diverse constituencies
• Aptitude for exercising independent judgement and proactive critical thinking
• Exceptional written and verbal communication skills
• Ability to be flexible when confronted with changing priorities
• Ability to work in an environment with clearly defined processes and procedures
• Ability to work in a team environment where a project's success is determined by both the individual and team's efforts
• Understanding of protocol, discretion, and confidentiality
• The job may occasionally require travel to attend meetings or events, as well as the ability to work evenings and weekend events on an as-needed basis.

Preferred skills:

• Three years of related experience
• Experience working in higher education or a non-profit organization
• Experience working with Cvent, Eventbrite, and other event registration tools
• Experience with graphic design software, including Adobe Creative Cloud (Photoshop, Illustrator, InDesign, etc.)

For additional information about the position, please contact Cecil Banks, Executive Director for Major Events and External Relations at banks@virginia.edu.

Salary Range: Anticipated hiring range of $60,000 to $73,000 annually commensurate with education and experience.

Physical demands: This position is a primary sedentary job involving extensive use of desktop computer. On occasion for events, it will require the ability to move event materials as needed (~20 lbs.), as well as moving and being in a stationary position.

The position is located in Charlottesville, VA and is required to work in a shared office space on the grounds of the University of Virginia.

The anticipated start date is March 2023. This is an Exempt level, benefited position.For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

This position will remain open until filled.Review of Applicants will begin on February 21, 2023. The University will perform background checks on all new hires prior to employment.

To Apply:

Please apply through Workday, and search for R0044725. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'.Complete an application online with the following documents:

• CV
• Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission.Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA's standardized process Skill Survey.A total of five references will be requested via Skill Survey during the final phase of the interview process.

For questions about the application process, please contact Ashley Cochran, Academic Lead, Senior Recruiter at alc6dk@virginia.edu.

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. 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 (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

---