Administrative and Event Coordinator

The Sorensen Institute for Civic Leadership seeks an Administrative and Event Coordinator to support the Institute’s educational programs and events.

• Work independently within a team structure to fulfill defined organizational goals.
• Within a budget established by the Institute, negotiate, confirm, and manage hotel room reservations, venue, and dining needs for programs and events.
• 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.
• Coordinate vendor accommodations for dietary restrictions, allergies, medical needs, and accessibility concerns.
• Maintain positive relationships with existing vendors and research new vendors as needed.
• Work with program and alumni engagement associates to communicate venue and security needs to participants and guest speakers.
• Anticipate recurring events by reviewing prior procedures, materials, and attendance trends.
• Manage event invitation and reply processes from start to finish, including invitation lists, materials, response systems, and communications 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 Institute’s master calendar and keep team members on task for timely implementation of scheduled items.
• Keep the Director’s schedule updated and set up meetings for the Director.
• Set up internal planning and staff meetings.
• Organize electronic storage of relevant documentation.
• Perform additional duties as assigned.

• Bachelor’s degree or equivalent combination of education, experience, or certifications.
• At least one year of relevant experience.
• Preference given to candidates with experience or interest in public policy, politics, or government. Familiarity with UVA’s purchasing and contracting portal is a plus.

The position is based in Charlottesville, VA, and requires occasional travel, including overnight stays, for program and event support.

Salaries range from $45,000 to $50,000 per year. The University of Virginia offers a competitive benefits package, including health, dental, vision, retirement, and paid leave.

Employees will need to lift weights, climb ladders and stairs, use both hands repeatedly, and 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.

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.