Event Support Coordinator

Title: Event Support Coordinator

Location: Richmond United States

Job Description:

Benefits of working at VCU

All full-time university staff are eligible for VCU’s robust benefits package that includes: comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefit, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more. Learn more about VCU’s benefits here.

Job Code12111

Recruitment PoolAll Applicants

Posting Numberreq7268

UnitDevelopment MBU

DepartmentDevelopment and Alumni Relations

Department Website Link

LocationVCU

Address111 N Fourth Street, Richmond, VA 23219 USA

Duties & Responsibilities

Welcome to Virginia Commonwealth University (VCU)… a world unlike any other. We combine learning, research, creativity, service and discovery with a commitment to inclusive excellence. Ranked by U.S. News as one of the 30 “most innovative” public universities in the country, VCU is a premier, urban, public research university home to multiple nationally ranked programs. Here, your success is supported, and your career can thrive. VCU offers a generous leave package, career paths for advancement, competitive pay and mission-driven work. To explore our benefits further, please visit https://hr.vcu.edu/current-employees/benefits/university-and-academic-professional-benefits/. We advance a conscientious drive to support a climate where excellence and success for all people are valued, and differences are celebrated. Together, we can be unstoppable.

The mission of VCU’s Office of Development and Alumni Relations (DAR) is to maximize philanthropic support by engaging stakeholders with our institution working in partnership with all VCU schools, programs and campuses as one development and alumni relations community and implementing the best practices and efficient strategies to achieve a comprehensive development program.

The Event Support Coordinator reports to the Director of Signature Events, as part of the Signature Events team in Development and Alumni Relations. The primary function of the position is to provide operational support for events and assist in the planning, execution, communication and success of fundraising, stewardship and alumni events. The ideal candidate will have a background in event coordination or operations and possess excellent communication and customer service skills, combined with an interest in special events. 

Responsibilities include: 

Stewardship and alumni event logistics

• Manage all aspects of the constituent-facing customer-service function for the Signature Events team, including monitoring event email inboxes and hotlines and the event check-in function onsite
• Coordinate the development of invite lists for event planners and partners to review
• Manage and maintain registration lists in Google Sheets
• Monitor RSVPs and track trends 
• Send RSVP reports to internal partners and distill feedback 
• Confirm event attendance with registered guests
• Create event name tags, place cards and table tents using established standards
• Maintain preferred vendor list and associated feedback; proactively set up vendor visits when required
• Assist with any purchases required for events
• Work with the team to monitor, and adhere to event budgets and provide post event budget reconciliation
• Participate in event ideation meetings 
• Schedule event kick-off and other meetings as needed
• Assist with equipment rental process 
• Develop advanced user skills in VCU’s constituent database and GiveCampus event registration platform
• Assist DAR colleagues on-site at events as needed 

MCV Campus Reunion support

• Participate in monthly planning meetings and regular group chats 
• Coordinate the development of invite lists for partners to approve and review, distill feedback
• Proactively provide reporting to partners on event registrations, host hotel reservations and philanthropic giving through reunion channels
• Assist in the planning of smaller events during reunion
• Manage the reunion customer service-hotline and email inbox

Industry knowledge and continuing education

• Participate in required VCU trainings
• Attend event and philanthropy-industry webinars, events and trainings
• Proactively participate in university and DAR events 
• Regularly read event and philanthropy-industry news and information and be able to see how it can inform your work 
• Attend VCU event council events

Qualifications

Required qualifications

• 1-3 years of previous experience in project management, operations, communications, events or hospitality. 
• Bachelor’s degree or equivalent relevant experience.
• Welcoming, professional, polished demeanor and the ability to relate to people at all business and social levels. 
• Self-aware with the ability to maintain composure in stressful situations. 
• Ability and willingness to work a flexible schedule to include remote work, in-office work (at least two days per week in our downtown Richmond office), occasional evenings, weekends and early mornings at events.
• Excellent organizational skills and the ability to manage multiple tasks seamlessly.
• Experience solving problems, prioritizing tasks, responding to questions and making decisions independently while also functioning as a team player.
• Experience developing and writing professional email communications to colleagues, donors and vendors as well as ability to express oneself clearly in verbal presentations. 
• Experience visualizing and manipulating data. 
• Proficient in Microsoft Office and Google Suite, as well as demonstrated ability to create and manage projects utilizing tracking systems.
• Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred qualifications

• 2-4 years of previous experience in project management, operations, communications, events or hospitality.
• Previous experience working in higher education or nonprofit organizations
• Experience with and knowledge of procurement policies and procedures
• Experience working with constituent databases and/or event registration software

This position is eligible for hybrid work but must be able to commute to Richmond at least two days per week and for events (as needed).

Candidates must submit a cover letter and resume for consideration.

FLSAUniversity Employee

Job FTE1

Exemption StatusNon-Exempt

Restricted PositionNo

E-ClassUF - University Employee FT

Job CategoryUniversity Employee

ORP EligibleNo

Salary Range$50,000 -$58,000

Compensation TypeSalaried