Dean's Office Events Coordinator-School of Education and Human Development - Charlottesville

The University of Virginia School of Education and Human Development (EHD) seeks an experienced Events Coordinator to join the Dean's Office and support the planning, coordination, and execution of EHD and Dean-priority events. · This role plans and delivers complex events with p ...

Job description

The University of Virginia School of Education and Human Development (EHD) seeks an experienced Events Coordinator to join the Dean's Office and support the planning, coordination, and execution of EHD and Dean-priority events.

This role plans and delivers complex events with professionalism, consistency, and attention to detail.

The Events Coordinator plays a key role in ensuring that events involving senior leadership, external partners, and broad University audiences are executed to a high standard.

The Events Coordinator reports to the Dean's Office Project Manager and operates with general direction on priorities, timelines, and budgets, exercising professional judgment within established policies and procedures.

Key Responsibilities Include

Event Planning & Execution

Plan and coordinate logistics for Dean-priority, school-wide, and special events, including leadership events and externally facing convenings
Partner with event sponsors to understand objectives, audience, tone, and special considerations, translating those goals into detailed logistical and operational plans
Develop and manage comprehensive event timelines, run-of-show documents, and planning checklists
Anticipate risks and resolve logistical issues, escalating higher-impact decisions as appropriate
Provide on-site leadership and coordination during events to ensure readiness, professionalism, and a positive participant experience
Prepare post-event summaries for major events, documenting objectives, logistics, staffing, budget outcomes, and notable observations
Maintain event documentation and reference materials to support consistency and continuous improvement across events

Budget & Vendor Coordination

Support event budget development and track expenses for assigned events
Monitor expenditures, reconcile charges, and prepare budget summaries in coordination with the Dean's Office Project Manager
Coordinate with internal and external vendors (e.g., catering, A/V, rentals, transportation), confirming scopes of work, timelines, and service expectations
Apply judgment in vendor coordination and problem-solving to ensure service quality and cost awareness

Event Space & Facilities Coordination

Coordinate event setups in partnership with Facilities, ETO, and the Facilities and Events Office Assistant
Distribute and track setup forms for events in Holloway Hall and Ridley Hall
Conduct site visits to confirm room layout, accessibility, and technology readiness
Maintain floor plans, seating arrangements, and event supply inventories
Coordinate building access and door exceptions for events outside standard business hours in accordance with established procedures

Meeting Room & Calendar Coordination

Manage scheduling support for EHD-controlled meeting and event spaces using 25Live
Assist faculty and staff with identifying alternative locations when space constraints arise
Gather and maintain event and lecture information for inclusion on the EHD intranet and shared calendars
Provide regular calendar updates to the marketing and communications team to support coordinated messaging and promotion

Collaboration & Communication

Collaborate with the marketing and communications team to ensure event announcements and invitations align with brand standards
Serve as a trusted operational partner to EHD faculty, staff, and event sponsors, providing guidance and resources on timelines, logistics, and established practices
Influence effective event planning practices in EHD through clear communication, preparation, and consistent application of event project management standards
Participate in coordination or information-sharing meetings with other EHD event planners as requested

Additional Duties

Provide operational and administrative support to the Dean's Office as needed
Support special projects and additional duties as assigned, demonstrating flexibility and collaboration

Minimum Requirements


Education:
Bachelors Degree required.

Experience: 1+ year of relevant professional experience required.

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.

Salary Range:
The anticipated hiring range is $45,000-$55,000, commensurate with education and experience.

Position Type & Work Location

Exemption Status:
This is an exempt-level, benefited position. Learn more about UVA benefits.

Work Arrangement:
This position is based in Charlottesville, VA, and must be performed fully on-site.

About UVA and the Community:
To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application Timeline:
Application review will begin after [DATE].

Background Check:
Background checks will be conducted on all new hires prior to employment.

Visa Sponsorship:
This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply:
Please apply online, by searching for requisition number R Complete an application with the following documents:

Resume
Cover Letter

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants:
Search and apply for jobs on the UVA Internal Careers website.

Reference Check Process:
Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Department Contact:
For questions about the position, please contact Kelly Korrington.

Recruiter Contact:
For questions about the application process, please contact Margaret Weeks.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.