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Events and Operations Associate

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Position Information

Position Information

Working Title: Events and Operations Associate
Role Title: Administrative & Office Specialist II
Posting Number: SW0170383
About Virginia Tech:

Virginia Tech is a public land-grant university, committed to teaching and learning, research, and outreach to the Commonwealth of Virginia, the nation, and the world. Building on its motto of Ut Prosim (that I may serve), Virginia Tech is dedicated to InclusiveVT—serving in the spirit of community, diversity, and excellence. We seek candidates who adopt and practice the Principles of Community, which are fundamental to our on-going efforts to increase access and inclusion, and to create a community that nurtures learning and growth for all of its members. Virginia Tech actively seeks a broad spectrum of candidates to join our community in preparing leaders for the world.

Position Summary:

Serves as office and event coordinator for War Memorial Chapel by accommodating and scheduling various groups. Assists groups in the coordination of their special events as needed, particularly for weddings and memorial services. The Chapel Events and Operations Associate also helps conduct Chapel tours and assists visitors, parents and students daily. This person will correspond with various clients via phone, email, and in person, help maintain confidential contracts and files, and report to the Senior Event Planning Advisor any issues concerning building maintenance, safety, and security. Serves as office communication specialist, managing and overseeing marketing and promotional efforts. Performs all duties and tasks necessary to keep the Chapel fully functioning. Works a flexible schedule to accommodate special events in the Chapel as needed. Also assists, as needed, with maintaining a clean and aesthetically pleasing environment in the Chapel.

Serves as consultant/planning advisor for events requested/reserved in Student Engagement and Campus Life managed spaces and campus public space (including A-frames, banners, display cases, lawns, quads, atriums, and other spaces), based on an agreed upon list of clients from supervisor. Advise sponsors with the concepts of advance planning, coordinating logistics, delegating authority, budgeting, and the multiple facets of the university event planning process. Coordinates the processing of requests for approval of events that include any liability concerns with Grounds/Facilities, University Police, Physical Plant, Parking Services, Risk Management and other university support offices, as well as local, county and state agencies.

Required Qualifications:

Strong customer service experience; Previous office support experience; proficiency with current office computer software such as Microsoft Office; strong communication and interpersonal skills and attention to detail; ability to safely move and handle items weighing up to 75 lbs. Experience related to event planning, program development, and scheduling/coordination. Applicant must have the ability to effectively coordinate events in a high-volume, fast paced service-oriented office, performing multiple tasks simultaneously.

Preferred Qualifications:

Bachelor’s degree and/or equivalent related experience in Public Relations/Administration, Hospitality & Tourism Management, or Business Management. Demonstrated knowledge of event scheduling software equivalent to Dean Evans & Associates’ Software (EMS) or CollegeNet’s Software (25Live). Demonstrated knowledge of diagramming software equivalent to Social Tables or Microsoft Visio. Demonstrated knowledge of event related policies and statutes in a University environment. Previous professional experience in a higher education /student affairs setting. Direct experience working with students in a higher education context.

Employment Conditions: Must have a criminal background check, Alternate work schedule - If other than M-F, 8-5 please describe below
Must have a conviction check: Yes
Describe Other:

9:30am-3:30pm Monday-Friday. Evenings and weekends as needed, and frequent weekends during peak event seasons.

Employment Comments:
How to Apply for this Job:

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Employee Category: Hourly Wage Staff, limited to 1500 hrs/year
Appointment Type: Temp, non-salaried wage
If restricted or temporary, enter end date:
FLSA Status: Non-exempt: Eligible for overtime
Academic Year or Calendar Year: Calendar Year
Percent Employment: Part-time
If part time, enter Percent Time: 50
Pay Band: 2
Pay Range:
Department: Student Engagement & Campus Life
Work Location: Blacksburg
Location, if not Blacksburg:
Location Zip Code: 24061
Work Schedule: 9:30am-3:30pm Monday-Friday. Evenings and weekends as needed.
Posting Date: 05/19/2017
Review Begin Date: 05/26/2017
Job Close Date:
Restricted to university employees only? No
Equal Opportunity/Affirmative Action Statement:

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, gender, gender identity, gender expression, national origin, political affiliation, race, religion, sexual orientation, genetic information, or veteran status; or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees, or applicants; or any other basis protected by law.

For inquiries regarding non-discrimination policies, contact the executive director for Equity and Access at 540-231-2010 or Virginia Tech, North End Center, Suite 2300 (0318), 300 Turner St. NW, Blacksburg, VA 24061.

Reasonable Accommodation Statement:

If you are an individual with a disability and desire accommodation please contact the hiring department.

Quick Link:

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. Please describe recruiting source identified in previous question (if applicable):

    (Open Ended Question)

  2. How did you first learn about this job opening?
    • Chronicle of Higher Education - online
    • Chronicle of Higher Education - print
    • Higher Ed Jobs (
    • Higher Education Recruitment Consortium - HERC (
    • Diverse Jobs (
    • Insight Into Diversity (
    • Indeed (
    • Roanoke Times Online (
    • Commonwealth of Virginia Jobs (
    • Virginia Tech job site (
    • Facebook
    • LinkedIn
    • Twitter
    • Job Fair (please describe below)
    • Journal (please describe below)
    • Listserv (please describe below)
    • Newspaper - print (please describe below)
    • Professional Conference (please describe below)
    • From a friend/acquaintance not associated with Virginia Tech (please name below)
    • From a Virginia Tech employee/representative/recruiter (please name below)
    • Veteran related event/site (please describe below)
    • Virginia Employment Commission - VEC
    • Other Virginia Tech affiliated website (please describe below)
    • Other job board such as Simply Hired, Career Builder, etc. (please describe below)
    • Other - Not listed (please describe below)

Required Documents

Required Documents
  1. Resume/Curriculum Vita
  2. Cover Letter
  3. List of References
Optional Documents