Events and Digital Coordinator (Part-time)

University of Virginia

1d•$25 - $30•Hybrid

About The Position

The University of Virginia’s Grand Challenge on Thriving Youth in a Digital Environment (TYDE) is seeking a part-time Events and Digital Coordinator (20 hours/week). A successful candidate will have a passion for event planning and web content management, and a willingness to learn about and support TYDE’s mission of advancing research on youth mental health and digital technology. This position will involve event development and execution, vendor booking and management, collaboration and communication with event partners and speakers, and logistics management, running Zoom events, and website maintenance and updates using WordPress, among other duties. The Events and Digital Coordinator will work independently and in coordination with TYDE’s Executive Team. The position is hybrid with most work performed remotely, regular meetings on Zoom and occasionally in-person, and in-person events (mostly at or near UVA). It is expected that the Events and Digital Coordinator will attend in-person events to ensure a seamless experience for all. The events in TYDE’s portfolio range from on-campus interdisciplinary training workshops, networking meetings, and affiliate gatherings to public-facing conversations and community events (often with area youth), to webinars and conferences at both local and national levels. The event coordinator will work with various partners both internal and external to UVA, and engage with different audiences including students, faculty, staff, and members of the Charlottesville-area community and beyond. For examples of our events, please visit our "Events" page.

Requirements

Bachelor's degree and three years of relevant experience. A combination of education, experience, and or certifications may substitute for degree requirement.
Excellent written and verbal communication skills.
Demonstration of professional event planning and execution experience.
Proficiency in Microsoft Office applications, including Microsoft Excel, OneDrive, PowerPoint, Teams, and SharePoint.
Familiarity with WordPress or comparable content management systems, including the ability to create, edit, and publish web content.
Ability to work independently and demonstrate professional judgment on when to ask questions and seek help from team members and partners.
Exhibit a professional and positive problem-solving demeanor, as well as effective communication with all team members and partners.
A proactive disposition/capable of taking initiative and anticipating needs related to event planning and execution.
Attention to detail and excellent organizational, time management, and planning skills, with an ability to prioritize tasks, follow through, address challenges, track details accurately, and communicate progress.

Nice To Haves

Experience in a higher education environment and knowledge of academic culture and norms.
Experience using Constant Contact, EventBrite, 25Live, and/or other digital event planning platforms, or a willingness to learn. Knowledge or familiarization with Canva, Airtable, and Wordpress is also a plus.
A strong interest in TYDE themes of youth mental health and/or digital technology.
A valid driver's license is preferred for transportation of equipment or catering for event set up.

Responsibilities

Event Development and Execution
Coordinating all aspects of event planning, including advising on appropriate formats, identifying and booking rooms or venues on Grounds or off-Grounds, and securing relevant vendors and services in those spaces.
Planning for event needs, which may include catering, A/V, arranging and booking travel and accommodation for speakers and/or participants.
Anticipating needs for recurring events, reviewing previous procedures, materials and attendee trends, and looking for improvements in process and audience experience.
Occasionally executing virtual events through Zoom, including creating and hosting live Webinar events, and maintaining event registrations and reminders.
Vendor Booking and Management
Work with Program Manager and Administrative Generalist to track and ensure that vendor contracts are paid, speaker honorarium and guest reimbursement(s) are issued, and final costs collected to update and maintain TYDE budget.
Promotional Management
Work with Program Manager, Administrative Generalist, and Content Creator to coordinate necessary event promotions and ensure deliverables according to TYDE’s robust event calendar.
Logistics Management
Providing regular logistics updates, both verbally and in writing.
Attending events to ensure a seamless experience. Responsibilities may include receiving and setting up catering, TYDE displays/signage, staging, A/V readiness, timekeeping, and taking photos for social media purposes. While most events are expected to occur during normal business hours, some events may occur during evenings or weekends.
Ensuring procurement and purchasing procedures are followed and budgets managed accordingly.
In addition to the above job responsibilities, other administrative and support duties may be assigned.
Website Management
Maintain and update the TYDE website using WordPress and Canva, including posting new content, updating existing pages, and ensuring accuracy and consistency across the site.
Publish event listings, news items, blog posts, and other content in a timely manner to support TYDE’s communications and outreach goals.
Ensure the website reflects current TYDE activities, personnel, and resources, coordinating with team members to gather and verify content.
Monitor the website for broken links, formatting issues, and outdated information, and communicate with web development team to resolve issues promptly.
Collaborate with TYDE’s Content Creator and Executive Team to align website content with broader communications strategy and branding standards.