Institutional Events Coordinator

Location: Virginia

Job Requisition:

JR101783 Institutional Events Coordinator (Open)
Job Posting

Title:

Institutional Events Coordinator Department:

CC00810 VIMS1 | DEAN | Office of the Dean and Director Job Family:

Staff
- Public Relations Worker Sub-Type:

Regular (benefited)
Job

Requisition Primary

Location:

Virginia Institute of Marine Science Primary Job Posting

Location:

Posting Location - VIMS Gloucester

Job Description

Summary:

The mission of William & Mary’s Batten School of Coastal & Marine Sciences & Virginia Institute of Marine Science (VIMS) is to seek and broadly communicate knowledge in marine and coastal science to the Commonwealth of Virginia, the nation, and the world through research, education, and advisory service. The Batten School & VIMS make seminal advances in understanding coastal and marine systems through research and discovery, translate research findings into practical solutions to complex issues of societal importance, and provide new generations of researchers, educators, problem solvers, and managers with an education of unsurpassed quality.

Job Description:

The Dean & Director’s office provides leadership to the Batten School & VIMS in the pursuit of excellence in the academic, research, and advisory mission of the Institute. The goal of the office is to provide an open, respectful, and welcoming environment and timely responses to the administrative needs of internal and external stakeholders.

Reporting to the Chief of Staff, the Institutional Events Coordinator partners with units across the institute—including the Dean & Director’s Office, Advancement, and Academic Affairs—to plan and execute strategic and special events.

Key Responsibilities The Institutional Events Coordinator manages all aspects of event planning, including:

Developing event goals, objectives, and briefing materials for senior leaders

Managing timelines, deliverables, and project plans

Coordinating vendors and external partners

Overseeing event logistics and on-site execution

Managing event setup and breakdown

Coordinating staff and event support teams

This position will also manage campus space reservations and daily event setups, assisting with room reservations and coordinating with facilities and housekeeping staff regarding meeting and event setups for daily activities across the institute. They will serve as the point of contact for internal and external customers needing to reserve meeting space and short-term visitor housing on the VIMS campus and will develop and enforce policies and procedures to guide institutional facility use.

The role requires creativity, navigating independently, strong project management skills, attention to detail, and the ability to collaborate with diverse stakeholders.

Required Qualifications:

Education Bachelor’s degree or equivalent combination of education and experience

Competencies

Ability to work independently, take initiative, and solve problems proactively

Strong organizational skills with the ability to manage multiple priorities

Excellent written and verbal communication skills

Strong interpersonal and relationship-building skills

Sound judgment and decision-making ability

Proficiency in Microsoft Office (Outlook, Excel, Word) and virtual platforms (e.g., Zoom)
Ability to remain calm under pressure and adapt in a fast-paced environment

Experience

Extensive experience managing events from planning through execution and wrap-up Experience working collaboratively to deliver projects or events

Preferred Qualifications Experience supporting events involving senior leaders, donors, or VIPs Experience developing project management tools, templates, or workflows

Salary: $54,000-$64,000 commensurate with experience

Review Date: 9-4-2026

Core Duties and Responsibilities
1. Institutional Event Planning, Management, and Execution (50%)Define event scope, objectives, audience, and timelines with stakeholders

Track progress using project management tools

Monitor timelines and follow up on deliverables

Develop and maintain planning documents and workflows

Coordinate logistics, including:

Space, vehicle, and vessel reservations

Vendor coordination

Event setup and breakdown

Manage event materials (signage, nametags,…