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University of Virginia · 2 months ago

Event Coordinator, Contemplative Sciences Center

Charlottesville, VA

Full-time

Onsite

Mid Level

$25/hr - $27/hr

4+ years exp

The University of Virginia's Contemplative Sciences Center is dedicated to enhancing well-being through mind-body practices. The Event Coordinator role involves managing event logistics, collaborating with clients, and ensuring successful execution of various events.

Higher Education

No H1B

U.S. Citizen Only

Responsibilities

Collaborate with Event Manager in all aspects of hosting events, including scheduling facilities, negotiating rental costs with clients, ensuring adequate staffing for events, collecting fees and managing contracts

Offer tours to potential clients, helping them understand both the opportunities and restrictions of the spaces available

Process reservation requests and maintain database. Prepare set-up reports and investigate and resolve problems

Oversee the processing of facility requests via EMS and 25Live software

Support internal clients to produce CSC events to include agenda planning, catering, room set-ups, audio visual requirements, security, custodial needs, etc., ensuring seamless execution

Ensure student employee staff is prepared to serve customers daily. Identify current projects and tasks to be completed

Ensure daily readiness of the Event Management office and document procedures

Collaborate with the Events Operations team to provide operational support

Must be able to lift 25 lbs, and be comfortable with moving boxes, furniture, etc

Must be comfortable working in a fast-paced environment, and managing multiple events at various stages at once

This role may require non-routine work hours beyond 8am-5pm to accommodate special events and activities. The candidate must be able and willing to participate in activities that take place outside of standard working hours

In addition to the above job responsibilities, other duties may be assigned

Qualification

Event planningMicrosoft Office SuiteEvent platformsAV troubleshootingOrganizational skillsCommunication skills

Required

Education: High School Diploma or equivalent

Must be able to lift 25 lbs, and be comfortable with moving boxes, furniture, etc

Must be comfortable working in a fast-paced environment, and managing multiple events at various stages at once

Preferred

Education: Bachelor's degree

Experience: at least 4 years of relevant experience. Experience facilitating programs and events, preferably at an institution of higher education, and familiarity with trends in undergraduate education is strongly preferred

Familiarity with Microsoft Office Suite (Word, Excel, Outlook)

Experience using scheduling or event platforms such as Eventbrite and 25Live

Must be able to lift 25 lbs and move tables and chairs comfortably

Strong organizational and communication skills

Comfort with troubleshooting basic AV or facilities-related issues