VCUarts Events Coordinator (part-time)

About the role

The Virginia Commonwealth University School of the Arts (VCUarts) is seeking a part‑time Event Coordinator to serve as the primary point of contact for planning, coordination, and execution of events for the School. This position resides within the Communications team, reports to the Director of Communications and Marketing, and works closely with internal stakeholders, external partners, and student teams—particularly from Development and Alumni Relations—to deliver high‑quality, strategically aligned events that support VCUarts goals and elevate the School’s brand.

Responsibilities

• Lead the planning and execution of VCUarts events (Dean's office and leadership events, academic ceremonies such as Commencement, and other signature events), including developing timelines, budgets, logistics, and staffing plans while coordinating venues, vendors, catering, technology, and on‑site operations.
• Partner with the Communications and Marketing team, VCUarts leadership, Development and Alumni Relations, and academic units to align events with strategic priorities and branding.
• Collaborate with VCU Enterprise Marketing and Communications to align content, storytelling, and brand positioning with institutional standards.
• Evaluate event outcomes and implement continuous process improvements.
• Serve as the primary point of contact for event logistics (venues, catering, AV, registration, staffing, signage, vendor support).
• Manage calendars, coordinate approvals for assets, plans, and content; oversee printed materials, promotional items, and event supplies.
• Maintain vendor relationships, contracts, and event procedures ensuring compliance with university policies.
• Maintain quality control across multi‑channel deliverables (checklists, timelines, links, QR codes, approvals, version control).
• Coordinate with the Social Media Coordinator to promote events; develop event communications (web pages, emails, graphics, digital signage, RSVP forms, social media promotions).
• Maintain clear communication with campus partners, internal stakeholders, and leadership; demonstrate excellent interpersonal and customer‑service skills.
• Develop and manage event budgets in collaboration with the VCUarts Office of Finance and the Director of Communications and Marketing; monitor expenditures and identify efficiencies.
• Work with the VCUarts Office of HR to obtain pre‑approvals for event staffing needs (musicians, performers, artists, etc.) and ensure compliance with budget guidelines.

Qualifications

Minimum Qualifications: A deep commitment to the arts; Bachelor’s degree in business administration, public relations, hospitality, communications, or a related field (or equivalent experience/training); demonstrated experience in event planning, coordination, or program development and management; strong follow‑through skills; ability to exercise diplomacy, professionalism, and confidentiality; ability to maintain top‑notch quality control for multi‑channel deliverables; comfort using project management and communications software (Slack, Asana, Google Workspace, Excel); strong organizational skills to manage multiple projects and competing priorities; excellent communication and interpersonal skills with a customer‑service mindset; ability to work independently while collaborating with diverse stakeholders; flexibility to work occasional evenings or weekends; demonstrated experience fostering an environment of respect, professionalism, and civility with a diverse faculty, staff, and student population.

Preferred Qualifications: Experience in higher education, development, or nonprofit event planning; experience managing complex, high‑profile events within large or decentralized organizations; experience developing or implementing policies, procedures, or operational frameworks; knowledge of hospitality or event‑management best practices; demonstrated ability to manage complex, high‑visibility events, including risk management, compliance, and institutional policies related to events or space use.

Pay

$30–$35 per hour.

Schedule

Up to 29 hours per week; initially on‑site (Monday–Friday, 8:30 am–4:30 pm) for the first six months, with possible hybrid arrangement (up to two remote days per week) thereafter. Access to a car is required for off‑site events. The position is based on VCU’s Richmond campus.