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

Overview

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.

• 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

• 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

• 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

• Manage scheduling support for EHD-controlled meeting and event spaces using 25
  
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• 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

• 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

• Provide operational and administrative support to the Dean's Office as needed

• Support special projects and additional duties as assigned, demonstrating flexibility and collaboration

Education:

Bachelors Degree required.

Experience:

1+ year of relevant professional experience required.

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.

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