4-H Event Support Coordinator - Division of Land-Grant Engagement/WVU Extension

West Virginia University

About The Position

This position provides administrative and logistical support for state-level 4-H Youth Development programs and events under the direction of assigned faculty and supervisors. Responsibilities include coordinating event planning, registration, vendor services, and communications to ensure the successful delivery of programs and compliance with organizational standards. We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including: 37.5-hour work week 13 paid holidays (staff holiday calendar) 24 annual leave (vacation) days per year (employee leave) 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof) WVU offers a range of health insurance and other benefits 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s. Wellness programs

Requirements

Bachelor's degree in a related field
A minimum of two (2) years of experience in the following:
Working in an administrative capacity and/or support of events and activities
Any equivalent combination of related education and/or experience will be considered
All qualifications must be met by the time of employment.
Thorough knowledge of office methods, procedures, and protocol, along with thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
Good knowledge of, or the ability to rapidly learn, the policies, procedures, and regulations governing budget issues, with the ability to interpret and apply these policies to unique situations.
Knowledge of principles and practices of fiscal record keeping.
Strong interpersonal skills with the ability to maintain a professional demeanor while interacting with customers either in person or over the telephone.
Demonstrated ability to establish and maintain cooperative working relationships among all levels of employees within the organization.
Demonstrated ability to apply solid judgment, discretion, and initiative in performing a variety of complex administrative tasks.
Demonstrated ability to coordinate and prioritize many different administrative tasks, determine the relative importance of each, set deadlines, and complete projects in a timely manner.
Solid familiarity with a demonstrated competency in using a personal computer and related software packages, including word processing, database management, and web design.
Ability to reason logically and analyze and solve problems.
Ability to rapidly learn the operations of the University and work environment.
Ability to maintain confidentiality of sensitive information.
Demonstrated ability to work independently.
Ability to work evening and weekends

Nice To Haves

Experience in 4-H or Extension programs.
Experience coordinating and organizing events and activities.
Experience in higher education.
Experience in customer service.
Knowledge of WVU related systems.

Responsibilities

Coordinates state-level 4-H Youth Development (4-HYD) events and activities under the direction of the 4-H event leadership teams.
Provides exceptional, human-centered service by engaging empathetically with external constituents and internal faculty, staff, and volunteers across multiple channels.
Assists internal and external users with event registration through the registration management system (ZSuite), offering empathetic and patient support to resolve technical issues and ensure a positive experience.
Works with faculty, staff, volunteers, participants, and families to share information and recruit for upcoming state events and activities, using clear and professional written and verbal communication.
Coordinates and organizes the calendar of events for the 4-HYD program unit.
Assists Extension faculty, staff, and statewide initiatives with events and activities as needed, including large-scale organizational events such as WVU Day at the Legislature, 4-H Shooting Sports events, State Fair of WV, Annual Meeting, and other WVU Extension events.
Supports volunteer and young adult vetting processes for state events and activities, including communication, collection of information, confirming dates, and ensuring compliance with youth protection guidelines.
Coordinates WVU 4-H’s participation in National 4-H related events under the direction of 4-H unit leadership, including dissemination of information to counties/participants, securing chaperones, oversight of the application process, budgeting, supporting fellowship/educational efforts, logistics, and communication between state and National event liaisons, as well as county colleagues and families.
Works closely with the WVU Extension recruiter to promote WVU-based events such as 4-H Football, Basketball, Soccer, and Baseball Day and explore recruitment opportunities during state 4-H events.
Manages budgets for state 4-H events, under the direction of event leadership teams, WVU Extension Office of Business Operations, and WVU Shared Services.
Acquires resources and supplies needed for program events, at the direction of the event leadership teams, and assists with post-registration and event wrap-up, including updating organizational materials.
Identifies process needs and communicates observations to supervisor and 4-H event leadership teams for consideration.
Attends on- and off-campus meetings as requested and reports back on issues of importance related to events and activities.
May supervise student workers or student volunteers, as opportunities arise.
Monitors and analyzes event data to assist in event strategy and implementation.
Travels as needed to participate in event registration and check out as determined on an event-by-event basis.
Performs related duties as assigned or as directed.