Institutional Events Coordinator

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

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.

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.

• 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.

• 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 managingeventsfrom planning through execution and wrap-up
  • Experience working collaboratively to deliver projects orevents
• Preferred Qualifications:
  • Experience supportingeventsinvolving 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

• 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, printed items, etc.)
• Track registrations and RSVPs
• Develop run-of-show documents and briefing…