Administrative & Program Coordinator

Job Description

Position Summary:

Reporting to the director of the Virginia Tech Southwest Center, the administrative and program coordinator coordinates and implements center usage, client services, and support for programs such as conferences, short courses, training programs, institutes, workshops and other unique outreach offerings. The position plays a key role in promoting programs and services through digital marketing, website content, social media engagement, and the development of promotional materials designed to increase program visibility and participation.

• support daily operations of the Southwest Center based on the center’s program and implementation needs;
• serve as the initial and primary contact for faculty, students, clients and participants associate with graduate, professional development and meeting management activities;
• support the director, engagement staff, and onsite partners through the creation and distribution of marketing materials, website updates, social media content development and management, customer support, classroom scheduling, calendar maintenance, classroom setup, and reception duties;
• be the liaison between students and units across the University;
• coordinate program implementation, including financial management and accountability, keeping programs within scope and adhering to established timelines, onsite/day‑of duties, and vendor management.

Occasional travel is required to provide local and out-of-town program support. Occasional overnight, weekend, early morning, and late evening work may be required based on program schedules.

• Experience in a higher education setting or hospitality / event coordination environment;
• Demonstrated experience developing, implementing, and managing marketing and social media content across multiple platforms to promote programs, events, services, or organizational initiatives.
• Experience creating digital and print promotional materials using marketing and graphic design tools such as Canva, Adobe Creative Suite, Adobe Campaign, or similar platforms.
• Must have strong technical skills such as word processing, Excel, email, internet navigation, online learning platforms, and audiovisual equipment;
• Excellent organizational skills. Must be able to handle numerous projects and details simultaneously and accurately while prioritizing according to need and schedule.
• Exceptional customer services skills;
• Ability to remain calm under pressure and handle unanticipated changes or emergencies in an effective and professional manner;
• Must be a team player with excellent communication and interpersonal skills;

• Bachelor's degree in business or related field, or equivalent training and experience in business or hospitality management field.
• Experience with university and/or state purchasing policies and procedures as well as experience with invoicing and payments;
• Experience with conference management/planning;
• Experience working within program budget constraints;
• Experience in training and development, and/or meeting and project management;
• Experience with financial management, budgeting and grant reporting.

3

Non-Exempt:
Eligible for overtime

Restricted

$16-$18/hour

20-30

9/23/2026

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

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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…