Events and Conference Coordinator

Job Description:

The Events and Conference Coordinator reports to the Director of Special Events and assists with organizing and managing comprehensive details for special campus programs and conferences during the academic year and summer.

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:

• Works closely with appropriate departments and off-campus agencies in overseeing and managing the scheduling of accommodations for all sport camps, conferences and lifelong learning programs during the summer. Departments will include Facilities Management, Dining Services, guest houses, Student Affairs/Public Safety, and other administrative units as appropriate.
  
  
• Helps gain approval for and negotiate contracts with external groups desiring to use University facilities for their programs and conferences. Most of these occur during the summer.
  
  
• Organizes and executes Parent and Family Weekend, including registration, mailings and blast emails, management of schedule for campus events, production and distribution of name tags, and maintenance of website and mobile event app.
  
  
• Supports academic and administrative departments across campus during the academic year with the development and management of special conferences, symposia and programs mostly on-campus but occasionally off-campus. Coordinates event details with Facilities Management, Dining Services, guest houses, Student Affairs, Public Safety, and other administrative units as appropriate.
  
  
• Serves as campus contact for all parties requesting and planning weddings in the University Chapel. Must be present at these events to ensure smooth execution according to University policies.
  
  
• Other duties as assigned by the Director of Special Events.
  
  

Work Schedule: Monday - Friday, 8:30am - 4:30pm

Minimum Qualifications: Bachelor's degree and 2-3 years event planning experience or a combination of education and experience from which a similar skillset would be obtained. Good customer service and interpersonal skills. Ability to communicate effectively, both orally and in writing. Ability to effectively and efficiently handle multiple/simultaneous tasks and projects. Ability to work evenings and weekends as required by the job. Ability to work independently, efficiently, accurately, and with great attention to detail. Skill in use of personal computers and related software applications including Microsoft Office and other software applications (Excel, Outlook,Word, Project, and Raiser’s Edge). 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.
  
  
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
  
  
• Standing: Remaining upright on the feet, particularly for sustained periods of time.
  
  
• Reaching: Extending hand(s) and arm(s) in any direction.
  
  
• Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
  
  
• Pulling: Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion.
  
  
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to position. This factor is important if it occurs to a considerable degree and requires the substantial use of the upper extremities and back muscles.
  
  

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

Types of Work: Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

Position Type:

Exempt, Full Time, Benefit Eligible

Minimum Pay:

$47,624.00 - 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.