What are the responsibilities and job description for the Event Coordinator, Contemplative Sciences Center position at The Rector & Visitors of the University of Virginia?
The mission of the University of Virginia's Contemplative Sciences Center (CSC) is to fuse contemplation, connection, and research to enhance flourishing. Situated within the new Contemplative Commons, CSC creates opportunities that center mind-body practices for well-being, insight, and compassion in all aspects of life-social, emotional, physical, and professional. An innovator in multidisciplinary collaboration, the center's CIRCL lab conducts research on initiatives that combine contemplative and experiential learning to generate novel solutions to a wide range of personal and global challenges.
Position Summary
Event Coordinators assist with a variety of event activities, including processing facility reservation requests, supporting client accounts, maintaining vendor relationships, and helping to plan and execute events. They gather cost information and make recommendations to clients. Event Coordinators compile event material, run usage reports, process billing, and update the event calendar, as necessary. They coordinate details and event logistics and adhere to a budget.
Responsibilities
Collaborate with Event Manager in all aspects of hosting events, including scheduling facilities, negotiating rental costs with clients, ensuring adequate staffing for events, collecting fees and managing contracts.
Offer tours to potential clients, helping them understand both the opportunities and restrictions of the spaces available.
Process reservation requests and maintain database. Prepare set-up reports and investigate and resolve problems.
Oversee the processing of facility requests via EMS and 25Live software.
Support internal clients to produce CSC events to include agenda planning, catering, room set-ups, audio visual requirements, security, custodial needs, etc., ensuring seamless execution.
Ensure student employee staff is prepared to serve customers daily. Identify current projects and tasks to be completed.
Ensure daily readiness of the Event Management office and document procedures.
Collaborate with the Events Operations team to provide operational support.
Must be able to lift 25 lbs, and be comfortable with moving boxes, furniture, etc.
Must be comfortable working in a fast-paced environment, and managing multiple events at various stages at once.
This role may require non-routine work hours beyond 8am-5pm to accommodate special events and activities. The candidate must be able and willing to participate in activities that take place outside of standard working hours.
In addition to the above job responsibilities, other duties may be assigned.
Minimum Qualifications
Education: High School Diploma or equivalent
Preferred Qualifications
Education: Bachelor's degree
Experience: at least 4 years of relevant experience. Experience facilitating programs and events, preferably at an institution of higher education, and familiarity with trends in undergraduate education is strongly preferred.
Familiarity with Microsoft Office Suite (Word, Excel, Outlook)
Experience using scheduling or event platforms such as Eventbrite and 25Live
Must be able to lift 25 lbs and move tables and chairs comfortably
Strong organizational and communication skills
Comfort with troubleshooting basic AV or facilities-related issues
Physical Demands
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.
Salary Range
The anticipated hiring range is $25-$27 p/hr. ($52,000-$56,160), commensurate with education and experience.
Position Type & Work Location
This is a non-exempt-level, benefited position. Learn more about UVA benefits.
This is a restricted position, which is dependent on funding and is contingent upon funding availability.
This position is based in Charlottesville, VA, and must be performed fully on-site.
About UVA and the Community
To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.
Application Timeline
Application review will begin after September 29, 2025.
Additional Requirements
Background checks will be conducted on all new hires prior to employment.
This position will not consider candidates who require immigration sponsorship now or in the future.
How to Apply
Please apply online, by searching for requisition number R0076678. Complete an application with the following documents:
Resume
Cover Letter
Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.
Internal applicants: Apply through your Workday profile by searching "Find Jobs."
Reference Check Process
Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.
Contact
For questions about the application process, please contact Jon Freeman, jf2sw@virginia.edu.
The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.
The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. 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, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.
