Administrative and Event Coordinator

The Sorensen Institute for Civic Leadership seeks an Administrative and Event Coordinator to manage logistics for educational programs and events, secure hotel rooms and other venues, negotiate proposals with vendors, and oversee invitation and registration processes.

The Coordinator will also maintain the Institute’s master calendar and support the Director’s professional calendar, facilitating meetings with stakeholders and donors across Virginia.

Responsibilities will include working independently within a team structure, managing budgets, ensuring procurement and purchasing procedures are followed, tracking expenses, coordinating vendor services, accommodating participant dietary and accessibility needs, maintaining positive vendor relationships, communicating venue details to program participants, anticipating recurring events, managing invitation and registration systems, updating the master calendar, scheduling the Director’s meetings, planning internal meetings, and organizing electronic documentation.

Additional duties may be assigned as needed.

The ideal applicant will be highly organized, detail‑oriented, proactive, and able to work independently and collaboratively in a team. Candidates should thrive in a collegial environment, handle pressure calmly, uphold ethical standards, and maintain confidentiality.

• Work independently within a team structure to fulfill defined organizational goals.
• Negotiate, confirm, and manage hotel room reservations and other venue and dining needs within budget.
• Ensure procurement and purchasing procedures are followed and managed within budgetary limits.
• Track expenses to maintain accurate budget documentation.
• Ensure delivery of services and goods by vendors.
• Work with vendors to accommodate participant dietary restrictions, allergies, medical needs, mobility/accessibility, and disability concerns.
• Maintain positive relationships with existing vendors and conduct research to find new vendors when necessary.
• Collaborate with program and alumni engagement associates to determine and communicate venue needs, entry procedures, and security measures for participants and guest speakers.
• Anticipate recurring events by reviewing previous procedures, materials, and attendance trends.
• Manage event invitation and reply processes, including maintaining invitation lists, compiling materials, organizing response systems, and communicating via email and phone.
• Implement event registration procedures (advance and on site), tracking systems for participant information, ticket sales, publicity, and attendee profile management.
• Maintain the master calendar and keep team members on task for timely implementation of scheduled items.
• Update the Director’s schedule and set up meetings for the Director.
• Set up internal planning and other staff meetings.
• Organize electronic storage of relevant documentation.
• Perform additional duties as assigned.

• Education:
  
  Bachelor’s degree or equivalent combination of education, experience, and certifications.
• Experience:
  
  At least 1 year of relevant experience.
• Preference for candidates with experience or interest in public policy, politics, or government.
• Familiarity with UVA’s purchasing and contracting portal (The Marketplace) is a plus, but not required.

The position is based in Charlottesville and will require occasional overnight travel for program and event support.

Salaries range from $45,000 to $50,000. The University of Virginia offers a competitive benefits package. For more information on benefits, visit hr.virginia.edu/benefits.

Apply online by searching for requisition R0084402. Internal applicants may use the UVA Internal Careers website. Submit a resume and a cover letter that addresses the mission, vision, responsibilities, and qualifications. Applications lacking all required documents will not be fully considered.

Employees may be required to lift weights, climb ladders and stairs, perform repetitive hand motions, and must possess a valid driver’s license.

The University of Virginia is an equal‑opportunity employer. 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 (including pregnancy), sexual orientation, veteran status, or family medical or genetic information.

For additional information, contact Eric Allen, Academic Recruiter (Uth9qh). For nominations, contact Lawrence Roberts, Director of the Sorensen Institute (larry.roberts).