The senior travel and events coordinator works closely with the Williams School deans and faculty to plan and execute special events, as determined by the director of experiential programming. The senior coordinator will also work with Williams School constituents (deans, director of experiential programming, and faculty) to plan complex travel when part of a course or co-curricular program. Working occasional nights and weekends during the academic year is required. Occasional travel to support off-campus events is required.
STATUS: Full-time, 12 Month, With Benefits WORK HOURS: Monday - Friday 8:30 a.m. – 4:30 p.m. with some evenings and weekends FLSA: Non-Exempt MINIMUM PAY: $20.40 / hour
Essential and Related Functions:
Serves as the primary administrative coordinator for both on and off-campus Williams School special events and programs, as determined by the director of experiential programming. Examples of these events and programs include, but are not limited to, the Real Estate Forum, AdLib, and Entrepreneurship Summit.
Serves as the primary event coordinator for events hosted by the Williams School Dean’s office. Examples of these events include open houses, receptions, faculty / staff retreats, 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 events.
Staffs events as required by the director of experiential programming to ensure smooth execution by all vendors and campus partners.
Provides post-event feedback to all vendors and campus partners.
Works with the director of experiential programming and the communications and programs associate to coordinate event registration.
Uses templates created by the communications and programs associate to produce and distribute supporting documents and materials for events, such as nametags and agendas.
Serves as the primary travel coordinator for complex travel courses and programs, both domestic and international.
Collaborate with faculty to organize trip itineraries and book transportation, lodging, event tickets, and group meals for students and faculty.
Coordinate essential faculty and student travel paperwork, such as Global Insurance, visa information, and travel waivers. Liaise with the Center for International Education as needed.
Liaises with the business office, director of experiential programming, and executive assistant to the Williams School Dean on budgeting and expense management for events and travel programs and courses.
Works with director of experiential programming and office of alumni engagement to plan off-campus alumni engagement events attended by students and faculty as part of travel courses and programs.
Other related duties as assigned.
Plan and Coordinate - Identifies problems that may affect completion of tasks and takes appropriate action that requires only routine reviews by supervisors. Sets an example, by demonstrating care in the use and maintenance of the University resources (e.g., workspace, equipment, tools, etc.). Identifies problems, evaluates alternative courses of action and makes logical decisions to resolve the issue.
Technical Skills - Demonstrates advanced skills and experience through knowledge of own responsibilities and understanding of interdependent University functions and services. Able to resolve complex tasks or problems independently and is comfortable with modifying routine processes to resolve situations. Makes a point to learn from mistakes, failures and successes to improve in future assigned responsibilities. Demonstrates willingness to participate in relevant development programs that build on own knowledge and skills.
Results Focused - Demonstrates the ability and willingness to change plans when an existing approach proves ineffective. Sets high standards and works to exceed prevailing standards in own area of work. Shows willingness to seek out and accept increased responsibilities Creates or modifies procedures to more effectively meet requirements of own job.
Communication and Relations - Makes a point to clarify understanding of requests and requirements to prevent miscommunication. Able to control feelings and emotions from interfering with effective and prompt response to other's needs. Is conscious that people from different ages, genders and cultures do things differently and makes an effort to understand rather than judge.
Teamwork/Team Development - Often contributes to work group's objectives beyond one's own tasks or priorities. Respectful of conflicting points of view and is not resistant or defensive when differing views are expressed.Actively participates in internal and external meetings/group activities to establish productive working relationships.
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.
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.
The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).
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.
Review of applications will begin July 10, 2019 and will continue on a rolling basis until the position is filled.
Please submit a cover letter, resume, list of contact references, and the online application.
Equal Employment Opportunity Statement
Washington and Lee is an Equal Opportunity Employer. As such, we are interested in candidates who are committed to high standards of scholarship, performance and professionalism and to the development of a campus climate that supports equality and diversity in our faculty, staff and student body. Job description requirements are representative, but not all?inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
Statement of Commitment to Diversity
Washington and Lee affirms that diverse perspectives and backgrounds enhance our community. We are committed to the recruitment, enrichment, and retention of students, faculty, and staff who embody many experiences, cultures, points of view, interests, and identities. As engaged citizens in a global and diverse society, we seek to advance a positive learning and working environment for all through open and substantive dialogue.
About Washington and Lee University
Washington and Lee University is an independent liberal arts university founded in 1749, named for an early benefactor (George Washington) and an innovative president (Robert E. Lee). The campus is a national historical landmark, the city offers small-town charm, and the Allegheny and Blue Ridge Mountains provide unparalleled surroundings. Students govern themselves in a community based on trust and honor. The faculty of teacher-scholars pursues a student-oriented approach to scholarship and nurtures lifelong relationships with the pupils. The curriculum blends traditional liberal arts and sciences with pre-professional programs in business, journalism and law. W&L prepares graduates for a life of learning, achievement, leadership, service and engaged citizenship in a global society.