Administrative and Event Coordinator

About the role

The Sorensen Institute for Civic Leadership seeks applications for an Administrative and Event Coordinator. The Coordinator will handle logistics for educational Sorensen’s programs and events, with a primary focus on securing hotel rooms, arranging for other venues and dining options, negotiating event proposals with vendors, and managing the invitation and registration processes for participants in Sorensen’s programs and events. The Coordinator will also manage the Institute’s master calendar and the professional calendar for Sorensen’s Director, facilitating meetings with stakeholders and donors across the Commonwealth of Virginia.

Responsibilities

• Work independently within a team structure to fulfill defined organizational goals
• Within a budget established by Sorensen: negotiate, confirm and manage hotel room reservations and other venue and dining needs for Sorensen programs and events
• Ensure procurement and purchasing procedures are followed and managed within budgetary limits
• Track expenses to maintain Sorensen’s budget documentation
• Ensure delivery of services and goods by vendors
• Work with vendors to accommodate participant dietary restrictions, allergies, medical needs, mobility/accessibility/disability concerns
• Maintain positive relationships with existing vendors and conduct research to find new vendors when necessary
• Work with Sorensen program and alumni engagement associates to ascertain and communicate venue needs, entry procedures, security measures, and other information needed by program participants and guest speakers
• Anticipate recurring events, reviewing previous procedures, materials, and attendance trends
• Manage event invitation and reply processes from start to completion, including maintaining invitation lists, compiling invitation materials, organizing response systems, and communicating with invitees via email and phone
• Implement event registration procedures (advance and on site), tracking systems for event participant information, ticket sales, publicity, and attendee profile management
• Maintain Sorensen’s master calendar and keep team members on task for implementing the scheduled items in a timely manner
• Keep the Director’s schedule updated and set up meetings for the Director
• Organize internal planning and other staff meetings
• Organize electronic storage of relevant documentation

Requirements

• Education: Bachelor's degree or combination of education, experience, and/or certifications in lieu of degree requirement
• Experience: 1+ years of relevant experience
• Preference will be given to candidates with experience or demonstrated interest in public policy, politics or government
• Familiarity with UVA’s purchasing and contracting portal (The Marketplace) is not required but is a plus
• The position will be based in Charlottesville and will require occasional travel, including overnight, for program support, event support, advance informational site visits

Qualifications

• Strong organizational skills
• Attention to detail
• Ability to work proactively with external vendors to ensure that they are able to meet the Institute’s needs in a cost-effective manner
• Self-motivated and able to thrive in a collegial environment among people strongly committed to Sorensen’s mission
• Work independently as part of a team focused on institutional priorities
• Work calmly and professionally, especially during those occasional times when the team finds itself in pressure situations
• Uphold ethical standards generally and, particularly, with respect to handling confidential information

Skills

• Strong organizational skills
• Attention to detail
• Ability to work proactively with external vendors
• Self-motivated
• Thrive in a collegial environment
• Work independently as part of a team
• Work calmly and professionally
• Uphold ethical standards

Benefits

The University of Virginia offers a competitive benefits package. For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

Pay

The salary range for the position is $45,000-$50,000.

Schedule

The position is based in Charlottesville and will require occasional travel, including overnight, for program support, event support, advance informational site visits.