Events and Conference Coordinator

Lexington, Virginia
 $44,701 / annual
Oct 03, 2017
Institution Type
Four-Year Institution


The Events and Conference Coordinator reports to the Director of Special Events and assists with organizing and managing comprehensive details for special campus programs and conferences during the academic year and summer.


  • Works closely with appropriate departments and off-campus agencies in overseeing and managing the scheduling of accommodations for all sport camps, conferences and lifelong learning programs during the summer. Departments will include Facilities Management, Dining Services, guest houses, Student Affairs/Public Safety, and other administrative units as appropriate. Details will include planning for food and beverages, scheduling meeting/classroom/event space, residential assignments and details.
  • Supports academic and administrative departments across campus during the academic year with the development and management of special conferences, symposia and programs mostly on-campus but occasionally off-campus. These groups could include but are not limited to Admissions to assist with special student recruitment and yield events and occasional programs like Admissions Maze; Student Affairs and Development with Parents & Family Weekend and selected alumni visits and panels built around selected professions and majors for the benefit of students or career development; Alumni Affairs and Development with affinity reunions as they become more popular, sometimes in conjunction with departments; academic and administrative departments with their hosting of occasional professional/association meetings and gatherings; and existing advisory boards. Coordinates event details with Facilities Management, Dining Services, guest houses, Student Affairs, Public Safety, and other administrative units as appropriate.
  • Assists the event coordinators of the Williams School and Law School in planning and coordinating conferences and events to ensure campus-wide consistency and the smooth execution of events.
  • Helps gain approval for and negotiate contracts with external groups desiring to use University facilities for their programs and conferences. Most of these occur during the summer.
  • Other duties as assigned by the Director of Special Events.


Bachelor's degree and 2-3 years event planning experience or a combination of education and experience from which a similar skillset would be obtained. Good customer service and interpersonal skills. Ability to communicate effectively, both orally and in writing. Ability to effectively and efficiently handle multiple/simultaneous tasks and projects. Ability to work evenings and weekends as required by the job. Ability to work independently, efficiently, accurately, and with great attention to detail. Skill in use of personal computers and related software applications including Microsoft Office and other software applications (Excel, Outlook ,Word, Project, and Raiser’s Edge). Ability to maintain confidentiality.


Washington and Lee is an Equal Opportunity Employer.  As such, we are interested in candidates who are committed to high standards of scholarship, performance and professionalism and to the development of a campus climate that supports equality and diversity in our faculty, staff and student body. Job description requirements are representative, but not all‐inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.