Special Events Coordinator
Special Events Coordinator
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$ 45000 - 50000
1 Vacancy
Job Description
Job Description
The Virginia Tech Division of Advancement seeks a creative quick-thinking and highly-organized individual to serve as a Special Events Coordinator. The coordinator works with a dynamic team of event professionals to plan a wide variety of special events for internal and external activities including but not limited to donor stewardship events commencement reunions tailgates building dedications regional fundraising campaign events and other Advancement and University wide events. The individual plans and executes high-level events that engage and steward the Universitys alumni major donors and prospects administration and friends and play a significant role in advancing Virginia Tech.
Reporting to the Associate Director of Special Events the Special Events Coordinator represents the Office of Special Events/Advancement on planning committees to ensure that events conform to the highest standards flow smoothly and meet the standards and goals of the Advancement Division and University. They create and maintain event documentation to prepare university leadership for events and follow standard procedures and protocol while proactively identifying challenges and taking initiative to problem solve and make independent decisions to ensure the success of the event.
The Coordinator should be a quick learner with strong independent thinking and decision-making skills. They manage all logistics on assigned events including but not limited to dcor schedule location food and beverage guest lists audiovisual communication parking transportation program entertainment equipment and thematic components. They research and work closely with venues and vendors campus partners such as emergency management facilities and the Virginia Tech Police Department secure contracts and accurately manage event budgets compile invitation lists create events and track attendance using the constituent database write correspondence and create/design printed materials as needed.
Required Qualifications
Previous experience with project coordination event planning or a related field.
Experience working with vendors and arranging for contracted services.
Comfortable working in a fast-paced environment with the ability to make decisions quickly.
Exceptional interpersonal communication and organizational skills.
Ability and willingness to manage multiple projects simultaneously with a high degree of creativity and initiative while maintaining accuracy and attention to detail.
Available to work nights and weekends.
Proficiency utilizing computer software such as Microsoft Office Suite Zoom and/or Microsoft Teams and Outlook.
Preferred Qualifications
Bachelors degree or equivalent level training/experience in related field with preference given to degrees in hospitality and tourism communications business or marketing.
Prior experience in events hospitality or communications in a higher education or nonprofit setting.
Prior experience creating managing and reconciling budgets to include both accounts payable and receivable.
Project Management or Event/Meeting Certification.
Demonstrated experience with graphic design and/or desktop publishing software (In Design Photoshop etc.).
Pay Band
4
Overtime Status
Exempt: Not eligible for overtime
Appointment Type
Regular
Salary Information
$45000 to $50000
Hours per week
40
Review Date
August 25 2025
Additional Information
Safe Driving Record.
Unable to sponsor work visas.
Ability to work nights and weekends and participation in college or university programs when possible.
The successful candidate will be required to have a criminal conviction check.
About Virginia Tech
Dedicated to its mottoUt Prosim(That I May Serve) Virginia Tech pushes the boundaries of knowledge by taking a hands-on transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world Virginia Tech is aninclusive communitydedicated to knowledge discovery and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36000 undergraduate graduate and professional students in eightundergraduate colleges aschool of medicine aveterinary medicinecollegeGraduate School andHonors College.The university has a significant presence across Virginia including Blacksburg the greater Washington D.C. area the Health Sciences and Technology Campus in Roanoke sites in Newport News and Richmond and numerousExtension officesandresearch centers.A leading global research institution Virginia Tech conducts more than $500 million in research annually.
Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective along with opportunities for unique and impactful professional development.
Virginia Tech does not discriminate against employees students or applicants on the basis of age color disability sex (including pregnancy) gender gender identity gender expression genetic information ethnicity or national origin political affiliation race religion sexual orientation or military status or otherwise discriminate against employees or applicants who inquire about discuss or disclose their compensation or the compensation of other employees or applicants or on any other basis protected by law.
If you are an individual with a disability and desire an accommodation please contact Advancement Human Resourcesat during regular business hours at least 10 business days prior to the event.
Required Experience:
IC
Employment Type
Full-Time
