Events and Commencement Coordinator

Full-time, non-exempt position working 37.5 hours per week, reporting to the Director of Student Affairs.

About the Role

The Events and Commencement Coordinator provides professional expertise and administrative support in the scheduling, planning, and implementation of all school events and functions. This role works with key stakeholders to organize, prioritize, and collaboratively plan events, ensuring high standards and campus priorities are reflected. The coordinator serves as the liaison between support functions and sponsoring groups, enhancing student life for both residential and online students through community-building initiatives.

Responsibilities

• Events Coordinator (60%)
  • Serve as the primary liaison between student groups, campus departments, service providers, and external partners for event planning, room scheduling, resource allocation, and service delivery.
  • Coordinate events on campus with outside agencies not associated with VLGS (e.g., Red Cross Blood Drives, High School Mock Trial).
  • Maintain the master calendar of events in the 25Live system, approve new event requests, and oversee all room schedules, including classrooms, for academic and non-academic purposes.
  • Collaborate with the Director and Assistant Director of Student Affairs to implement protocols for student group event scheduling.
  • Serve as the primary campus contact for CLE credits.
  • Distribute event information digitally and in print to ensure accurate promotion for students, staff, and faculty.
  • Oversee the Shirley A. Jefferson Art Gallery, including coordinating installations, maintaining exhibit schedules, and serving as the primary contact for artists and contributors.
  • Assist with annual programming (e.g., Orientation) and other community-building or purpose-driven events.
• Commencement Coordinator (10%)
  • Manage the student registration process for commencement, including invitation orders and mailing.
  • Create a detailed master schedule and timeline of events; plan and execute all logistical details for graduation weekend.
  • Book outside vendors, schedule rooms, coordinate service providers, and recruit volunteers as needed.
  • Work with outside vendors to solicit sizing and order regalia for graduates, participating faculty, and invited honorary guests.
• General Support (10%)
  • Serve as the main switchboard operator and route calls appropriately.
  • Provide limited administrative support for the Buildings and Grounds Department.
  • Issue ID access cards for students, staff, and faculty, coordinating with relevant departments for activation and permissions.
• Fitness Center Manager (20%)
  • Manage Fitness Center staff, including hiring, scheduling, and supervising desk attendants.
  • Work with equipment vendors to ensure machine upkeep and repair.
  • Oversee required paperwork and record retention for new memberships.
  • Collect membership dues, issue and activate membership cards for community members, students, staff, and student partners.
  • Hire Fitness Center Instructors to teach virtual and residential group fitness classes and coordinate scheduling.
  • Collect, track, and deposit income from laundry machines within the Fitness Center.
• Perform other duties as assigned.

Requirements

• Associate’s Degree or equivalent combination of education and experience.
• Demonstrated project management, time management, and organizational skills, with the ability to manage multiple complex projects with firm schedules and priorities.
• 2+ years of experience in events management, student activities, or marketing.
• Thorough knowledge and appreciation of the operational, logistical, and resource requirements of high-profile public events.
• Effective verbal and written communication skills.
• Outstanding interpersonal skills and demonstrated ability to work effectively in business partner relationships.
• Strong computer skills, including Microsoft Office (email, word processing, spreadsheets), video conferencing software, and ability to adapt to new technology.
• Scheduling software experience preferred (e.g., R25).
• Ability to work independently with minimal supervision.
• Creativity and resourcefulness for developing ideas to engage remote learners in campus community and student life.

Other Requirements

• Availability to work flexible hours based on the events schedule.
• 95% of work is computer-related, primarily done sitting and/or standing at a desk.
• Ability to prioritize multiple tasks and deadlines, reorganize under pressure, and shift focus as needed.
• Ability to work independently and within a team.
• Must be able to work legally within the United States without sponsorship.
• Ability to perform all essential functions of the job with or without basic accommodations.

Pay

$26–32 per hour.

Benefits

• Full benefits package, including medical, dental, and vision insurance.
• 403b retirement plan with a 4% employer contribution.
• 2 weeks of paid vacation, in addition to paid personal and sick days.
• 11 paid holidays plus two weeks of paid days off for summer and winter breaks.
• Employee Assistance Program.
• VLGS course participation with tuition assistance.
• Potential for a flexible schedule.