Student Affairs Event Planning Coordinator

Job description

Job location: Charlottesville, VA

Employment Type: Full-time
Posted data: 2019-04-10
Req: R0004968
The University of Virginia's Office of Student Affairs is seeking an Event Planning Coordinator . The Coordinator assists with a variety of event activities, including maintaining vendor relationships, supporting client accounts, ticket sales administration, and helping to plan and execute events. They gather cost information and make recommendations to Event Planners, compile event material, run ticket sales reports, maintain mailing lists, and update the event calendar, as necessary. They coordinate details and event logistics and adhere to a budget. Work is assigned at the task level, and executed with limited independence.

The Student Affairs Event Planning Coordinator provides event service support to students, staff, and visitors of the University on behalf of the Student Affairs Division. The position engages heavily with a diverse client base and must provide exceptional customer service. The position processes space requests that originate from within two reservation systems. The processing of these requests includes, but is not limited to, entering, reviewing, canceling, modifying, and approving events. The Coordinator supervises a student staff of 5+ and is the main Event Planning contact for the Operations student staff. The Coordinator is the liaison for student organizations, faculty, staff, and community members for scheduling student activity and academic spaces at the University of Virginia. The Coordinator provides guidance and support to students during the entire event planning process.

The Coordinator reviews, edits, and updates space requests and event details made through EMS (Event Management System) and the Resource 25 system ensuring accuracy of details. The incumbent consults with clients regarding event details including audio visual equipment, rentals, decorations, and logistics. The position communicates event details to operational departments through daily reports and room set-up diagrams, and is proactive in solving problems independently and as part of a team.


A high School Diploma or equivalent and experience working in a customer service-oriented environment is required. A Bachelor's degree is preferred. Working knowledge of Microsoft Word and Excel; Databases; and Data Entry Applications is required. The hiring range for this position is $40,000-$45,000, commensurate with qualifications and experience. Employment is contingent on successful completion of a background check.

PROCESS FOR INTERNAL UVA APPLICANTS: Please apply through your Workday Home page, search “Find Jobs”, and search for 'Events and Venues Coordinator'. Complete an application online and attach a cover letter, resume, and contact information for three references (name, email address, telephone number, address).

PROCESS FOR EXTERNAL APPLICANTS: Please visit UVA job board, and search for 'Events and Venues Coordinator," complete the application and attach a cover letter, resume, and contact information for three references (name, email address, telephone number, address). Please note that multiple documents can be uploaded in the box. Applications that do not contain all of the required documents will not receive full consideration. Review of applications will begin April 22, 2019.


This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require walking some distance to attend meetings, and programs.

The University of Virginia, including the UVA Health System and the University Physician’s Group are fundamentally committed to the diversity of our faculty and staff.  We believe diversity is excellence expressing itself through every person's perspectives and lived experiences.  We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.




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Job No:
Posted: 4/11/2019
Application Due: 6/10/2019
Work Type: