Event Coordinator, Contemplative Sciences Center

CSC is seeking candidates for an Event Coordinator position. 

Position Summary 

The Event Coordinator assists with a variety of event activities, including processing facility reservation requests, supporting client accounts, maintaining vendor relationships, and helping to plan and execute events. They gather cost information and make recommendations to clients. The Event Coordinator compiles event material, run usage reports, process billing, and updates the event calendar, as necessary. They coordinate details and event logistics and adhere to a budget.  

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. 

Minimum Qualifications 

• Education: High School Diploma or equivalent

Preferred Qualifications 

• 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 

Learn more and apply at Careers at UVA.