Administrative & Program Coordinator

Virginia Tech•Blacksburg, VA

1d•Onsite

About The Position

The Administrative & Program Coordinator at the Virginia Tech Southwest Center reports to the director and is responsible for coordinating and implementing center usage, client services, and support for various programs including conferences, short courses, training programs, institutes, and workshops. This role is crucial in promoting programs and services through digital marketing, website content, social media engagement, and the development of promotional materials to enhance program visibility and participation. Key functions include supporting daily operations, serving as the primary contact for faculty, students, clients, and participants, supporting the director and engagement staff with marketing materials, website updates, social media, customer support, scheduling, and reception duties. The position also acts as a liaison between students and university units, and coordinates program implementation, including financial management, adherence to timelines, onsite duties, and vendor management. Occasional travel, overnight stays, and work during weekends, early mornings, and late evenings may be required based on program schedules.

Requirements

Experience in a higher education setting or hospitality / event coordination environment.
Demonstrated experience developing, implementing, and managing marketing and social media content across multiple platforms to promote programs, events, services, or organizational initiatives.
Experience creating digital and print promotional materials using marketing and graphic design tools such as Canva, Adobe Creative Suite, Adobe Campaign, or similar platforms.
Strong technical skills such as word processing, Excel, email, internet navigation, online learning platforms, and audiovisual equipment.
Excellent organizational skills. Must be able to handle numerous projects and details simultaneously and accurately while prioritizing according to need and schedule.
Exceptional customer services skills.
Ability to remain calm under pressure and handle unanticipated changes or emergencies in an effective and professional manner.
Must be a team player with excellent communication and interpersonal skills.

Nice To Haves

Bachelor's degree in business or related field, or equivalent training and experience in business or hospitality management field.
Experience with university and/or state purchasing policies and procedures as well as experience with invoicing and payments.
Experience with conference management/planning.
Experience working within program budget constraints.
Experience in training and development, and/or meeting and project management.
Experience with financial management, budgeting and grant reporting.

Responsibilities

Support daily operations of the Southwest Center based on the center’s program and implementation needs.
Serve as the initial and primary contact for faculty, students, clients and participants associated with graduate, professional development and meeting management activities.
Support the director, engagement staff, and onsite partners through the creation and distribution of marketing materials, website updates, social media content development and management, customer support, classroom scheduling, calendar maintenance, classroom setup, and reception duties.
Be the liaison between students and units across the University.
Coordinate program implementation, including financial management and accountability, keeping programs within scope and adhering to established timelines, onsite/day-of duties, and vendor management.