Communications and Operations Coordinator

Job Description:

The Williams School Communications and Operations Coordinator works closely with the Williams School deans and faculty to plan and execute special events, as determined by the associate dean. This person will also work closely with members of the Dean’s Office and faculty to manage various functions of the office, including communications efforts, student worker supervision, building operations and facilities, and limited travel logistics. This position also provides administrative support for the Associate Dean of the Williams School. Working occasional nights and weekends during the academic year is required. Occasional travel to support off-campus events is required.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

• Serves as the primary administrative coordinator for both on and off-campus Williams School special events and programs, as determined by the Williams School Dean and Associate Dean. Examples of these events and programs include, but are not limited to Williams School-wide open houses, receptions, faculty/staff retreats, Executive-in-Residence guest visits and speakers, student awards, and Board of Advisors meetings.
  
  • Works with outside vendors, such as conference centers, restaurants, and hotels, and campus partners, such as catering and facilities management, to plan logistics for Dean’s Office/Williams School events.
    
    
  • Maintains comprehensive calendar of Williams School events and programs and communicates with departments and other campus constituents to aid in successful advertising, event registration, and/or RSVP headcount as needed.
    
    
  • Staffs events to ensure smooth execution by all vendors and campus partners.
    
    
  • Produces and distributes supporting documents and materials for events, such as nametags, agendas, and signage.
    
    
• Coordinates essential faculty and student travel paperwork, such as Global Insurance and travel waivers. Liaises with the Center for International Education on advertising, study abroad fairs, and applications as needed.
  
  
• Liaises with the business office and executive assistant to the Williams School Dean on budgeting and expense management for events, travel, and operations.
  
  
• Manages Communications Fellow(s) in the development of content for web and published communications. Assists in the identification of student and faculty-related stories. Reviews and edits Fellows’ content.
  
  
• Oversee RISE displays
  
  
• Works with the Associate Dean regarding facilities management, including office allocation and building maintenance.
  
  
• Assists the Associate Dean with teaching and research materials as needed.
  
  
• Manages the Associate Dean’s calendar, travel, and expense reports.
  
  
• Other related duties as assigned.
  
  

Work Schedule: 8:30-4:30, M-F Occasional night and weekend hours required.

Minimum Qualifications:

High school diploma required and bachelor’s degree preferred with a minimum of 5 years of administrative support experience or a combination of experience and education from which comparable skills would be acquired. Demonstrated experience with event planning and/or complex travel planning in an academic, non-profit, or corporate setting is preferred. Applicant must be proficient in technology including Microsoft Office Suite, especially Word, Excel, and Outlook. Experience with Dropbox or Box is preferred. Must be able to learn new computer skills and software as needed. Must be detail-oriented, have the ability to multi-task, and possess strong organizational skills. Must be a self-starter and have the ability to work independently, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff and students. Demonstrated ability to handle confidential and sensitive information. Should be able to work with frequent interruptions and manage multiple projects, priorities and deadlines. Demonstrated ability to maintain confidentiality.

Application Instructions: Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

External Applicants: Application instructions for external applicants are located on the jobs.wlu.edu or here .

Current W&L Employees: Apply from your existing Workday account. Instructions are located at jobs.wlu.edu or here .

Physical Requirements:

• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
  
  
• Grasping: Applying pressure to an object with the fingers and palm.
  
  
• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
  
  

Working Conditions: The worker is not substantially exposed to adverse environmental conditions.

Types of Work: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$19.58 - Pay Commensurate with Experience

The university requires employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Boosters are required. Individuals may seek a medical or a religious exemption to the vaccination requirement.