Job description
Position Information
Present Position Number
00588V
Role Code Title
PR & Marketing Specialist II
Position Title
Events Coordinator
Unit Mission Statement
William & Mary’s Virginia Institute of Marine Science (VIMS) has a three-part mission to conduct research in coastal ocean and estuarine science, educate students and citizens, and provide advisory service to policy makers, industry and the public. VIMS provides these services to Virginia, the nation and the world. Chartered in 1940, VIMS is currently among the largest marine research and education centers in the United States. The School of Marine Science (SMS) at VIMS is the graduate school in marine science for William & Mary. It offers outstanding education and research opportunities for students who seek advanced careers in academia, government or the private sector.
Position Summary
The Virginia Institute of Marine Science (VIMS) is among the largest marine research and education centers in the United States. Located along the glistening beaches of Gloucester, Virginia, VIMS provides research, education, and advisory services to government, citizens, students, and industry in coastal oceans and estuary science. VIMS is transforming data into policies, students into leaders, and theories into tangible change for solutions to global problems and to restore marine life.
The Virginia Institute of Marine Science (VIMS) is searching for an Events Coordinator(EC) to support institutional events that achieve Institute goals and engage internal and external audiences.
The Event Coordinator (EC) position will report to the Assistant Director of VIMS Administration, within the Dean & Director’s office , and will work closely with units across the Institute, in particular Advancement and Academic Studies. Typical events this position will plan and support include commencement, donor stewardship, building dedications, employee recognition ceremonies, and others.
The EC will be responsible for management, logistics, planning, and execution of events, including:
The Virginia Institute of Marine Science (VIMS) is searching for an Events Coordinator(EC) to support institutional events that achieve Institute goals and engage internal and external audiences.
The Event Coordinator (EC) position will report to the Assistant Director of VIMS Administration, within the Dean & Director’s office , and will work closely with units across the Institute, in particular Advancement and Academic Studies. Typical events this position will plan and support include commencement, donor stewardship, building dedications, employee recognition ceremonies, and others.
The EC will be responsible for management, logistics, planning, and execution of events, including:
- Coordinating with internal and external contacts to develop vision, objectives, budgets, and timelines;
- Drafting event run-of-shows and briefing documents;
- Coordinating and communicating with event staff, volunteers, event VIPs, and VIMS leadership;
- Event set up and break down;
- Securing event audio/visual, catering, and transportation requirements;
- Vendor coordination;
- Managing invitations, RSVPs, and reminder notifications;
- Resolving problems and participant inquiries before and during events;
- Post-event reporting;
- Other responsibilities required to host successful events.
The EC will oversee administration of the VIMS event management system (EMS),which is utilized by faculty, staff, and students to make room and service reservations. The EC will follow all internal and university policies and procedures associated with procurement and vendor agreements.
Required Qualifications
EDUCATION
:
- High school diploma or equivalent
COMPETENCIES :
- Exceptional organizational skills, with the ability to manage multiple projects with concurrent timelines and competing deadlines
- Detail-oriented, with the ability to track tasks and project progress
- Professional oral and written communication skills
- Excellent interpersonal skills, with the ability to work collaboratively as part of a team and build strong professional relationships
- Demonstrated ability to work autonomously within a team, think proactively and critically, problem-solve, and self-initiate.
- Proficiency with web-based platforms and applications and Microsoft Office products, including Outlook, Excel, and Word
- Demonstrated planning skills, with the ability to manage an event from start to finish (from vision and objective development through event execution and post-event reporting).
- Commitment to incorporating diversity, equity, and inclusion principals into daily work and professional relationships.
- Requires the ability to lift, walk and stand, sometimes outdoors in varying weather conditions, for periods of time.
EXPERIENCE :
- Experience planning, managing, and executing events of varying sizes, including event logistics
- Experience developing and tracking budgets
- Experience with online registration systems and web-based event/project management platforms
Preferred Qualifications
EDUCATION
:
- Bachelor’s degree in marketing, hospitality, communications or related field or the equivalent combination of education, training and/or experience.
EXPERIENCE
:
- Experience managing and executing development events focused on donor stewardship
- Experience working with Executive Leadership
- Experience developing project management templates and workflows
Advertised Pay Range
Up to $48,000, commensurate with experience.
Department
111100 Office of the Dean and Director
Location
VIMS - Gloucester
Is the position remote work eligible?
Hybrid (works remotely at least 1 day per week but not full-time)
Remote Work Disclaimer
Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.
University Salary Range
U06
Job Open Date
02/27/2023
Review Begin Date
03/20/2023
Job Close Date
Open Until Filled
Yes
Employment Category
Full Time Operational
FLSA
Non-Exempt
Position Term
12 Month - Continuing
Special Application Instructions
Conditions of Employment
- This is a non-exempt position, eligible to receive over time in accordance with the fair labor standards and University policy. This position will require evening and weekend work as needed for event support.
- Requires the ability to lift, walk and stand, sometimes outdoors in varying weather conditions, for periods of time.
- Travel will be required as needed to support off-campus events.
EEO Statement
William & Mary is an Equal Opportunity/Affirmative Action/Equal Access employer and actively encourages applications from minorities, women, disabled persons and veterans.
Background Check Statement
William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.
Benefits Summary Statement
William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/hr/currentemployees/benefits/index.php
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/hr/currentemployees/benefits/index.php
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