"Project Coordinator of External Engagements and Events - College of Business and Economics"

Project Coordinator of External Engagements and Events - College of Business and Economics

Company: West Virginia University

Job Location:

Category: Conference and Events Administration

Type: Full-Time

Description

The College of Business and Economics at West Virginia University is currently accepting applications for a Project Coordinator of External Engagements and Events.

About the Opportunity

The Project Coordinator of External Engagement and Events will coordinate and co-manage a variety of initiatives that support the Dean's Office, Center for Career Development, and Development teams. They will provide superior guest experience to alumni, employers, and other external visitors to the college and will drive operational efficiency to increase growth capacity for all units served.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

Event Management

• Plan, coordinate, and execute external engagement events, such as alumni gatherings, career and industry events, and networking events (both on and off campus).
• Conduct benchmarking research and competitive analysis to inform strategic planning and program development.
• Develop comprehensive event timelines, manage logistics, and oversee day-of-event operations to ensure seamless execution.
• Collaborate with internal teams and external partners to design engaging programming that meets strategic objectives.
• Coordinate catering, venue selection, audiovisual requirements, and guest accommodations for various event formats.
• Manage event registration systems, attendee communications, and follow-up activities to maximize engagement.
• Develop and execute event-specific communication strategies including invitations, promotional materials, and post-event follow-up across multiple channels.
• Conduct post-event evaluations and compile feedback reports to inform future event improvements.
• Maintain detailed event documentation and create reusable templates and processes for recurring programs.
• Source and manage vendor relationships with caterers, venues, hotels, transportation, suppliers, and service providers for event needs.

Operations

• Build comprehensive event and programming budgets and monitor expenditures throughout the planning and execution phases.
• Create detailed profit and loss (P&L) reports for leadership review and financial reconciliation.
• Process invoices, manage accounts payable, and ensure timely payment of bills related to events and operations.
• Maintain inventory of event supplies and materials.
• Manage database systems to track alumni, employer contacts, and event participation metrics.
• Coordinate select stewardship communications to donors and key stakeholders, such as "thank you campaigns" with student recipients.
• Oversee operational functions of the Career Closet including vendor management, bill payment, and reporting.
• Maintain compliance with institutional policies, legal requirements, and industry best practices.

Other Responsibilities

• Support liaison activities between the Chambers College and external stakeholders including alumni, employers, and community partners.
• Support fundraising initiatives by coordinating donor cultivation events and stewardship activities.
• Assist with reporting requirements for externally funded programs (e.g., grant reports).
• Provide administrative support to senior leadership including calendar management, meeting coordination, and project tracking.
• Manage parking coordination and logistics for all external visitors.
• Administer 25Live scheduling system for the College to coordinate room bookings and event spaces.
• Contribute to team meetings, strategic planning sessions, and cross-departmental collaborative projects.
• Perform other duties as assigned to support the overall mission of the Chambers College.
• Possible travel of 3-5 days per year may be needed.

Qualifications

• Bachelor's degree (preferably in Hospitality, Business Administration, Marketing, Public Relations, Event Management or related field).
• A minimum of two (2) years of progressively responsible experience involving:
  • Event planning, project coordination, or administrative support.
  • Coordinating complex events involving multiple stakeholders, vendors, or off-site logistics.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Ability to independently plan and manage complex events and coordinate multiple projects under tight deadlines.
• Outstanding organizational and time management skills, with a high attention to detail.
• Exceptional communication and interpersonal skills; demonstrated professionalism when interacting with faculty, staff, students, donors, and university officials.
• Proficiency in Microsoft Office Suite; preferred experience with Digital Measures, Chrome River, 25Live, Qualtrics, and MAP.
• Ability to manage confidential information, exercise discretion, and support executive-level decision-making.

Preferred Qualifications

• Experience supporting senior leadership and working collaboratively with both internal departments and external partners such as alumni, donors, and employers.
• Prior experience in a higher education, nonprofit, or corporate setting.
• Experience with budget preparation, invoice processing, and operational logistics.
• Experience with university systems (e.g., 25Live, Chrome River, MAP, Digital Measures).

Requirements

• Resume required.
• Recommended to submit a cover letter.
• Recommended to submit examples of past event planning experience (sample outlines, programs) or a summary of events managed.