Special Events Coordinator

Job Description

The Virginia Tech division of Advancement seeks a dynamic, creative, and organized individual to serve as a Special Events Coordinator. The Coordinator plans a wide variety of special events for internal and external activities, including but not limited to, donor stewardship events, reunions, tailgates, dedications, regional events, and other Advancement and University wide events. Under the direction of the Assistant Director of Special Events, the individual will coordinate events involving the University's alumni, major donors and prospects, administration, and friends. The Special Events Coordinator works with 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 and follow standard procedures and protocol while proactively identifying challenges and problem solving. The Coordinator manages all logistics on assigned events, researches and maintains information on invitees and participants, tracks attendance, manages event budget, writes correspondence, and creates/designs other printed materials as needed.

This position has the opportunity to be hybrid after successful onboarding. Hybrid positions have a regular work schedule that typically allows an employee to work three to four days on-site.

Required Qualifications

• Demonstrated experience in special event design

• Demonstrated experience working with vendors and arranging for contracted services

• Demonstrated experience in Microsoft Excel

• Must be 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

Preferred Qualifications

• Bachelor's degree or equivalent level training/experience in related field

• Prior experience in special event programming in a higher education setting

• Prior experience using relational database systems

• Prior experience creating, managing, and reconciling budgets, including both accounts payable and receivable

• Demonstrated experience with graphic design and/or desktop publishing software (In Design, Photoshop, etc.)

Pay Band

4

Appointment Type

Regular

Salary Information

Commensurate with experience

Review Date

5/23/23

Additional Information

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut 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 an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers. A leading global research institution, Virginia Tech conducts more than $500 million in research annually.