University Advancement at the University of Virginia (UVA) is seeking a highly qualified candidate to join the Event Experiences team as an Advancement Coordinator. The Advancement Coordinator plays a crucial role within the Event Experiences team by providing essential support to event managers, and customer service to our partners, constituents, and internal stakeholders. This position involves a wide range of responsibilities aimed at ensuring the smooth and efficient execution of various events and activities.

Key responsibilities:

Communication and Record Keeping

Manage the scheduling and meeting coordination for team members as needed including agenda, meeting materials, event debriefs and background informationPerform data entry for event registrations and provide database management support, including generating invitation lists, maintaining and updating donor information, entering contact reports, and creating and tracking events and associated RSVPsManage reporting of post-event summaries to provide data on expense, attendance and cost per registrant/attendee.

Event Support and Assistance

Perform basic event planning logistics determined by event manager, including picking menu, researching vendors and establishing event décor for internal events as assignedPrepare event materials (such as nametags, programs, signage) for eventsCoordinate shipments of event materials to/from offsite locationsComplete expense and reimbursements in compliance with stated UA and UVA policy and guidelines for assigned team members in an accurate and timely mannerEnsure team member travel is planned in accordance with stated UA and UVA policies and guidelines and demonstrates fiscal responsibility; add travel itineraries to appropriate calendars and event travel worksheetsManage vendor registration and contract approval process within Procurement to ensure all key stakeholders meet necessary deadlines Communicate with vendors on purchasing transactions and troubleshoot issues, as needed; keep stakeholders informedProvide on-site event support before, during and after events as assigned with a focus on providing a positive experience for attendees and meeting expectations for our partnersCoordinate certificates of insurance for eventsManage inventory/giveaway orders and storage; coordinate with other program areas on shared supplies

Administrative Support

Provide general office support such as answering phone calls, running errands, and coordinating travel for team membersAssist in drafting correspondence, emails, and reports as neededAssist with special projects, initiatives, or tasks related to event planning and executionServe as a member of the OOE administrative team to ensure the completion of shared tasks and initiativesActively participate in the Advancement Administrative Professionals Training (APT) for continued professional development

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

Required Qualifications:

Education: High School Diploma required, bachelor's degree preferredExperience: At least 3 years of related experience

Preferred Qualifications:

Excellent verbal and written communication, organizational and time management skills, and attention to detailProficiency with Microsoft Office programsAbility to work occasional evening and weekend hoursPrior experience planning and executing eventsPrior experience with CRM databases and other marketing and event softwaresuch as Cvent, Marketing Cloud, Eventbrite, etc.Ability to navigate database systems and analyze information using critical thinking and problem-solving skills

Preference will be given to candidates who have an appreciation for and understanding of the University's educational mission. Success in this role requires the ability to work independently and as part of a team, using sound judgment to navigate obstacles as needed and complete tasks with minimal oversight. If this sounds like you, come join our team as we approach the conclusion of our Honor the Future fundraising campaign.

UVA Advancement offers a flexible and hybrid workplace. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. This hybrid position can be frequently worked remotely, although periodic in-person work in our office building, on UVA Grounds, or at event venues is required. The successful candidate will live within driving distance of Charlottesville, Virginia.

For additional information about the position, please contact April Sibiski, at nbu2ag@virginia.edu.

This is a non-exempt level, benefited position. This position will not spononsor for work visas. This position is a restricted position and is dependent upon project need, availability of funding and performance. The anticipated Hiring Range is: $24.00 – 25.96/hr ($50,000 - $54,000 annually) and will be commensurate with education and experience.  The University will perform background checks on all new hires prior to employment. 

Please apply through the University job board, Careers at UVA, and search for R0066544.  

Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs’ or through their ‘Jobs Hub’. Applicants must complete an application online with the following documents: a resume and cover letter.

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Daniel Strong, Senior Recruiter at das6zb@virginia.edu

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

MINIMUM REQUIREMENTS

Education: High School Diploma required, Bachelor's preferred
Experience: At least 3 years of related experience
Licensure: None

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.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff.  We believe diversity is excellence expressing itself through every person's perspectives and lived experiences.  We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.