VCUarts Events Coordinator (part-time)

VCU School of the Arts

Office of Communications

The Virginia Commonwealth University School of the Arts (VCUarts) seeks a part-time Event Coordinator to serve as the primary point of contact for planning, coordination and execution of events for VCUarts. This position is a member of the Communications team within the School and reports to the Director of Communications and Marketing.

The Event Coordinator is responsible for delivering high-quality, strategically aligned events that enhance stakeholder engagement, support VCUarts goals and elevate the School’s brand. This position collaborates closely with internal stakeholders, external partners and student teams—particularly from Development and Alumni Relations—to deliver creative, professional and seamless event experiences.

• Lead the planning and execution of VCUarts events, including Dean's office and leadership events, academic ceremonies (Commencement), and other signature events.
• Develop event timelines, budgets, logistics, and staffing plans while coordinating venues, vendors, catering, technology, and on-site operations.
• Partner with Communications and Marketing team, VCUarts leadership, Development and Alumni Relations, and academic units to deliver events aligned with strategic priorities and branding.
• As a member of the VCUarts Office of Communications team, and as a communications and marketing professional, the Event Coordinator will collaborate closely with VCU Enterprise Marketing and Communications to align content, storytelling and brand positioning with institutional priorities and standards.
• Evaluate event outcomes and implement continuous process improvements.
• Demonstrate proven ability to coordinate across multiple stakeholders and manage competing priorities.
• Manage event timelines and oversee day-of operations.

• Serve as the primary point of contact for event planning and logistics, including venues, catering, AV needs, registration, staffing, signage, and vendor support.
• Plan calendars and coordinate approvals for all assets, plans, and content.
• Coordinate printed materials, promotional items, and event supplies.
• Manage vendor relationships, contracts, and event procedures while ensuring compliance with university policies.
• Keep projects moving from intake to completion; confirm the right people are involved and deliverables are accurate, approved, and submitted correctly.
• Maintain strong quality control across multi-channel deliverables (checklists, timelines, links, QR codes, approvals, version control).

• Coordinate with the Social Media Coordinator to promote events.
• Develop event communications, including web pages, emails, graphics, digital signage, RSVP forms and social media promotions in collaboration with communications and marketing team members.
• Maintain clear communication with campus partners, internal stakeholders and leadership.
• Bring excellent communication and interpersonal skills with a strong customer-service mindset.

• In close collaboration with the VCUarts Office of Finance, as well as the Director of Communications and Marketing, develop and manage event budgets.
• Monitor expenditures and identify opportunities to improve efficiency and maximize resources.
• In collaboration with the VCUarts Office of HR, ensure pre-approvals are obtained for any event staffing needs; i.e., musicians, performers, artists, etc.
• Ensure compliance with budget guidelines and processes set by the school and university.

This position will be based on VCU’s Richmond campus. To ensure comprehensive training and integration into our School and university work environment, the position will be required to have an on-site work schedule for the first six months. The standard schedule of the Office of Communications is Monday through Friday, 8:30 am – 4:30 pm, however, the hours for the Event Coordinator will not exceed 29 hours per week. After six months, the position’s work schedule could shift to a hybrid structure with up to two days of remote work per week, subject to the needs of the School. Access to a car is required for this position as some events are off-site.

Minimum Qualifications

• A deep commitment to the arts.
• Bachelor’s degree in business administration, public relations, hospitality, communications, or related field or educational qualifications, professional experience, and training that equates to a Bachelor’s degree.
• Demonstrated experience in event planning, coordination or program development and management.
• Strong follow-through skills and ability to keep work moving from intake to final closeout.
• Must be able to demonstrate diplomacy and professionalism at all times when interacting with campus partners, internal stakeholders, and leadership.
• Must be able to exercise confidentiality when necessary.
• Must be able to establish and maintain top-notch quality control for multi-channel deliverables, including checklists, timelines, links, QR codes, approvals and version control.
• Comfortable using project management and communications software, especially Slack, Asana, Google Workspace platform (Docs, Drive, Forms, Sheets) and/or Excel, as well as basic analytics and reporting.
• Strong organizational skills with the ability to manage multiple projects simultaneously and ability to coordinate across multiple stakeholders and manage competing priorities.
• Excellent communication and interpersonal skills, with a strong customer-service mindset.
• Ability to work independently while collaborating effectively with diverse stakeholders.
• Flexibility to work occasional evenings or weekends in support of events.
• Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various background checks and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Experience in higher education, development or nonprofit event planning.
• Experience managing complex, high-profile events or programs within a large or decentralized organization.
• Demonstrated experience developing or implementing policies, procedures, or operational frameworks.
• Knowledge of hospitality or event management best practices.
• Demonstrated ability to manage complex, high-visibility events, including experience with risk management, compliance, and/or institutional policies related to events or space use.

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