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University of Virginia Student Affairs Event Planning Coordinator in Charlottesville, Virginia

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.

MINIMUM REQUIREMENTS

Education: Bachelor's degree

Experience: At least one year of relevant experience.

Working knowledge of Microsoft Word and Excel; Databases; and Data Entry Applications is required.

The hiring range for this position is $50,000.00-$60,000.00, commensurate with qualifications and experience. Employment is contingent on successful completion of a background check. This is an exempt-level position with UVa benefits (https://hr.virginia.edu/benefits) . Employees’ benefits package highlights include:

  • 22 days of paid time off, increasing with service; 13+ paid holidays each year, in addition to paid time off; Parental and Community Service Leave

  • Health plan with options to meet healthcare and financial needs

  • Retirement through the Virginia Retirement System

  • Tuition and professional development benefits after the first year

  • Employee wellness program featuring activities to earn up to $500/year.

To Apply:

Review of applications will begin October 7, 2022. Please apply through Workday, and search for R0040676. Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs.’ Complete an application online with the following documents:

• Resume

• Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA’s standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three references is required. For questions about the application process, please contact Michele Jarman at emj2us@virginia.edu.

PHYSICAL DEMANDS

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

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines (https://hr.virginia.edu/uva-covid-19-job-requirements-and-guidelines) webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, 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 or expression, 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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