Position Number:

01333W

Position Title:

Events Coordinator 

Employment Category:

Full Time Operational

Location:

William & Mary

Department:

240000 Career Development

Unit Mission Statement:

The Office of University Advancement creates the conditions for opportunity – human, financial & experiential – by garnering and stewarding the resources that advance William & Mary.

The Office of Career Development & Professional Engagement empowers students and alumni to explore professional possibilities and navigate lifelong career development.

Position Summary:

The Events Coordinator is a key member of the Office of Career Development & Professional Engagement which is housed in the Office of University Advancement at William & Mary.

The Events Coordinator reports to the Director of Career Development & Professional Engagement Operations, with a dotted line to the Executive Director of Strategic Events, and is responsible for event coordination and support of events and programming for the Office of Career Development & Professional Engagement. The Events Coordinator will work directly with vendors, campus partners, employers, students and the career team as well as colleagues within Advancement to provide pre-planning and onsite management of assigned events. They also assist the Director with office management and general administrative support.

Responsibilities include:

• Gathering quotes or proposals
• Managing all aspects of event invitations and registrations, from design and concept of event invitations to managing the electronic collection of RSVPs and fielding questions from invitees
• Assistance with all pre, on-site, and post event management and constituent engagement
• Reporting and analyzing event attendance and other success metrics and tracking this data systematically in the university’s CRM system
• Coordinating contracts, services and payments with vendors
• First-line responsibility for communication, problem solving and interaction with key stakeholders
• Coordinating meetings and retreats (calendar management, logistics) and support on-site events
• Process invoices and payments and manage event supply inventory
• Support the Employer Development & Engagement team for all career fairs and recruiting events
• Support the Career Development & Professional Engagement team with Meet Ups, Career Chats, and W&M @ Work Events
  
  

The Events Coordinator will help foster a culture of belonging that embraces all people and perspectives. This position is based in Williamsburg and is expected to work in the office on campus.

Please review and download the full position description for this job on “Featured Job Opportunities” on the University Advancement recruitment website: https://advancement.wm.edu/come-work-with-us/open-positions/index.php.

Conditions of Employment:

This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Essential Designation:

No

FLSA:

Non-Exempt

Position Restricted?:

No, this is a continuing E&G funded position and not term-limited

Position Term:

12 month - Continuing

Position Months:

Faculty or Staff: 12 month

Required Qualifications:

• High School graduate or equivalent.
• Experience in planning or coordinating meetings and events and managing logistics (typically, 2+ years).
• Demonstrates a strong sense of customer service and is a team player who is also comfortable as a self-starter.
• Demonstrates outstanding interpersonal skills to develop and foster communication and teamwork with a diverse audience including alumni, donors, faculty, staff, students, and the university community.
• Excellent computer skills and proficiency with Microsoft Office products and a variety of computer applications including word processing, graphic design, spreadsheets, databases, and online system.
• Excellent organizational skills, detail oriented, and ability to manage multiple priorities in a fast-paced environment.
• Excellent verbal, written, and interpersonal communication skills and displays sensitivity to personal information.
• Knowledge of successful event planning and execution practices.
• Commitment to diversity, equity, and inclusiveness, including, but not limited to, collaboration, staffing and programming.

Preferred Qualifications:

• Post high school education or training such as an Associate’s or Bachelor’s degree in business, marketing or related field, or relevant certificates.
• Experience with procurement and accounts payable processes such as processing and tracking vendor quotes, invoices and payments.
• Experience working in higher educational setting.
• Experience with event planning and coordination in higher education or career services.
• Experience in the travel/educational travel industry.
• Skills related to online survey tools and website support.
• Experience with CRM databases, event management software, and digital communication tools.
• Experience using careers services management tools, platforms, or applications, e.g., Symplicity, 12Twenty, College Central Network, etc.
• Demonstrated skills in event data analysis and budgeting/forecasting.

Is the position remote work eligible?:

Not eligible

Remote Work Disclaimer:

Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.

Advertised Pay Range:

Up to $46,000, commensurate with experience

Advertised Pay Range Statement:

All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.

University Salary Range:

U05

Benefits Summary Statement:

William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).

Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none

Job Open Date:

02/20/2025

Review Begin Date:

03/14/2025

Open Until Filled:

Yes

Background Check Statement:

William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

EEO Statement:

William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.