Administrative and Event Coordinator

UVA Health•Charlottesville, VA

1d•$45,000 - $50,000•Hybrid

About The Position

The Sorensen Institute for Civic Leadership seeks applications for an Administrative and Event Coordinator. The Coordinator will handle logistics for educational Sorensen’s programs and events, with a primary focus on securing hotel rooms, arranging for other venues and dining options, negotiating event proposals with vendors, and managing the invitation and registration processes for participants in Sorensen’s programs and events. The Coordinator will also manage the Institute’s master calendar and the professional calendar for Sorensen’s Director, facilitating meetings with stakeholders and donors across the Commonwealth of Virginia. The person in this position will report to the Director of the Sorensen Institute for Civic Leadership. The Director anticipates that the successful candidate will be able to pick up additional skills, responsibilities, and duties over the course of employment upon meeting the basic requirements of the position. The attributes of the ideal applicant will include strong organizational skills, attention to detail, and an ability to work proactively with external vendors to ensure that they are able to meet the Institute’s needs in a cost-effective manner. Applicants should be self-motivated and able to: thrive in a collegial environment among people strongly committed to Sorensen’s mission; work independently as part of a team focused on institutional priorities; work calmly and professionally, especially during those occasional times when the team finds itself in pressure situations; and uphold ethical standards generally and, particularly, with respect to handling confidential information.

Requirements

Bachelor's degree or combination of education, experience, and or certifications in lieu of degree requirement.
3+ years of relevant experience.
Strong organizational skills
Attention to detail
Ability to work proactively with external vendors
Self-motivated
Ability to thrive in a collegial environment
Ability to work independently as part of a team
Ability to work calmly and professionally under pressure
Ability to uphold ethical standards, particularly with confidential information
Valid Driver's License

Nice To Haves

Experience or demonstrated interest in public policy, politics or government.
Familiarity with UVA’s purchasing and contracting portal (The Marketplace)

Responsibilities

Work independently within a team structure to fulfill defined organizational goals
Within a budget established by Sorensen: negotiate, confirm and manage hotel room reservations and other venue and dining needs for Sorensen programs and events
Ensure procurement and purchasing procedures are followed and managed within budgetary limits
Track expenses to maintain Sorensen’s budget documentation
Ensure delivery of services and goods by vendors
Work with vendors to accommodate participant dietary restrictions, allergies, medical needs, mobility/accessibility/disability concerns
Maintain positive relationships with existing vendors and conduct research to find new vendors when necessary
Work with Sorensen program and alumni engagement associates to ascertain and communicate venue needs, entry procedures, security measures, and other information needed by program participants and guest speakers
Anticipate recurring events, reviewing previous procedures, materials, and attendance trends
Manage event invitation and reply processes from start to completion, including maintaining invitation lists, compiling invitation materials, organizing response systems, and communicating with invitees via email and phone
Implement event registration procedures (advance and on site), tracking systems for event participant information, ticket sales, publicity, and attendee profile management
Maintain Sorensen’s master calendar and keep team members on task for implementing the scheduled items in a timely manner
Keep the Director’s schedule updated and set up meetings for the Director
Set up internal planning and other staff meetings
Organize electronic storage of relevant documentation
Other duties may be assigned.