Skip to Main Content

Event Planning Advisor

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

If you would like to bookmark this position for later review, click on the Bookmark link.  If you would like to print a copy of this position for your records, click on the Print Preview link.

Position Information

Position Information

Working Title: Event Planning Advisor
Role Title: Public Relations & Marketing Specialist II
Posting Number: SW0170600
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:

Event Planning Advisor

• To serve 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).
• Advise sponsors of 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.
• Assists the Senior Event Planning Advisor with student staff development, training, learning outcomes, supervision, and assessment.
• Assists the Events and Operations Associate with events in the Chapel, as needed, which will require a flexible schedule to accommodate those events.
• Provides onsite support as needed for events in other venues managed by the Student Engagement and Campus Life department.

Communication and Marketing

• Serves as office communication specialist
• Manages and oversees office marketing and promotional efforts

Event Management Systems (EMS)

• Manages Event Management Systems (EMS) outlook account and work order process
• Oversees management of EMS web application.
• Assists Assistant Director with managing EMS client services

2 Positions Available

Required Qualifications:

Demonstrated experience with event planning and associated activities including program development, scheduling, and coordination. Previous experience successfully coordinating events in a high-volume, fast-paced, service-oriented environment. Must have effective communication and management skills, with the ability to creatively problem solve. The ability to establish and maintain successful and effective relationships with a diverse, multicultural student, staff, alumni, and guest population. Must have experience working with and advising students and student groups in a higher education context. Must possess a high degree of accuracy and attention to detail. Must have considerable experience using a networked computer system with evidence of proficiency in word processing, spreadsheet preparation and utilization, database entry and maintenance. Must have prior experience with EMS scheduling software, or other related product. Must possess strong organizational skills that include the ability to prioritize tasks, manage time effectively, and perform multiple functions with overlapping deadlines. Demonstrated ability to work independently with little supervision and, more importantly, to operate within a team based environment. Demonstrated marketing and social media experience for a business or in a higher education context.

Preferred Qualifications:

Bachelor’s degree and/or equivalent related experience in Public Relations/Administration, Hospitality & Tourism Management, Communication, or Business Management. Demonstrated knowledge of event scheduling software equivalent to Event Management Systems 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 working with student staff. Previous experience with developing and administering assessment plans.

Employment Conditions: Must have a criminal background check, Must have an acceptable and safe driving record, Must have a driver's license check
Must have a conviction check: Yes
Describe Other:
Employment Comments:
How to Apply for this Job:

For a full description of the position and requirements, and to apply, please go to, posting SW0170600 Attach a resume, cover letter, and list of three professional references to the online application. Review of applications will begin on August 9, 2017 and continue until the position is filled. Individuals with disabilities desiring accommodations should notify the Angie Harris at 540-231-6865 or

Employee Category: Staff (Salary)
Appointment Type: Regular
If restricted or temporary, enter end date:
FLSA Status: Non-exempt: Eligible for overtime
Academic Year or Calendar Year: Calendar Year
Percent Employment: Full-time
If part time, enter Percent Time:
Pay Band: 3
Pay Range:
Department: Student Engagement & Campus Life
Work Location: Blacksburg
Location, if not Blacksburg:
Location Zip Code: 24061
Work Schedule: 8am to 5pm M-F. Evenings and weekends as needed
Posting Date: 07/27/2017
Review Begin Date: 08/09/2017
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. * Do you have an Interagency Placement Screening Form (Yellow Form) as issued under Policy 1.30 Layoff? (Commonwealth of Virginia Employees Only)
    • Yes
    • No
  2. * Do you have a Preferential Hiring Form (Blue Form) as issued under Policy 1.30 Layoff? (Commonwealth of Virginia Employees Only)
    • Yes
    • No
  3. 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)
  4. Please describe recruiting source identified in previous question (if applicable):

    (Open Ended Question)

Required Documents

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