Events Coordinator

University of Virginia

2d•$52,000 - $58,000•Onsite

About The Position

The School of Data Science (SDS) at the University of Virginia invites applications for an Events Coordinator, responsible for planning, developing, and managing a diverse portfolio of events that supports the School’s mission and fosters engagement among faculty, current and prospective students, alumni, community partners, and corporate audiences. Reporting to the Associate Dean for Administration, the Events Coordinator will serve as a member of the Administrative Core Team and will collaborate with a range of stakeholders while maintaining a comprehensive overview of events and calendars, and ensuring seamless execution of flagship and school-specific events. This role requires coordination, creative problem-solving, and the ability to deliver impactful experiences that enhance the visibility of SDS on Grounds and in the local community. This is a non-exempt position. This position is eligible for the standard hybrid work schedule for SDS, with the exception of events and event prep, which may require additional time in person.

Requirements

Bachelor’s degree or combination of education, experience, and/or certifications in lieu of degree.
At least 3 years of relevant experience in event planning, administration, or a related field.
Familiarity with Microsoft Office Suite (Word, Excel, Outlook), cloud-based document management tools (e.g., OneDrive, Teams), and event management software (e.g., 25Live, Jira, and Eventbrite).
Strong organizational and communication skills.
Comfort with troubleshooting basic AV or facilities-related issues.
Must be able to lift 25 lbs and move tables and chairs comfortably.
Valid driver’s license and access to a personal vehicle.

Nice To Haves

Bachelor’s degree.
Experience supervising student workers or similar teams.
Experience facilitating programs and events, including hybrid and virtual events, preferably at an institution of higher education.
Familiarity with trends in undergraduate education.
Proven success in managing concurrent projects.
Detail-oriented with strong time management skills.
Ability to work independently and as part of a team.

Responsibilities

Collaborate with event sponsors, unit leads, and subject matter experts to plan and execute events, including scheduling facilities, managing contracts for use of SDS facilities , and ensuring adequate staffing.
Consider and plan for hybrid events in collaboration with event sponsor for options when appropriate and provide best practice and guidance on hybrid engagement in alignment with current trends.
Manage SDS Events Calendar and 25Live Room Scheduling, and event tracking in Jira project management.
Manage and negotiate internal and external contractors and vendors for events including but not limited to Parking & Transportation, Facilities, catering, and housekeeping staff.
Serve as the primary point of contact for the SDS Event Support Request Form, identifying lead individuals for events and coordinating resources based on size, audience, and unit.
Assess potential overlaps or conflicts by program, unit, audience, and participant numbers; empowered to set limits and resolve scheduling issues.
Maintain inventory and restock supplies for events, including consumable and fixed items.
Supervise student and/or volunteer workforce for event support tasks such as food delivery, set-up, tear-down, clean-up, and AV support.
Coordinate and execute event promotion through website postings, digital display monitor distribution, calendar listings, email distribution, and other communication channels.
In coordination with Facilities Manager and Space Planning Coordinator, process internal and external facility requests , manage rental rates, contracts, billing, and payment collection.
Track and assess events for metrics of success, alignment with the school’s mission, and volume by unit/audience/sponsor.
Ensure daily readiness of event spaces and document procedures.
Prepare set-up reports, investigate and resolve problems, and update the event calendar as necessary.
Provide operational support in collaboration with the Events Operations team.
Comfortable working in a fast-paced environment and managing multiple events at various stages.
May require occasional evening and/or weekend hours to accommodate special events and activities.
Serve as day-of support for flagship events.
Other duties as assigned.