Event Coordinator, Contemplative Science Center

The mission of the University of Virginia's Contemplative Sciences Center (CSC) is to fuse contemplation, connection, and research to enhance flourishing. Situated within the new Contemplative Commons, CSC creates opportunities that center mind-body practices for well-being, insight, and compassion in all aspects of life—social, emotional, physical, and professional. An innovator in multidisciplinary collaboration, the center's CIRCL lab conducts research on initiatives that combine contemplative and experiential learning to generate novel solutions to a wide range of personal and global challenges.

Position Summary

Event Coordinators assist with a variety of event activities, including processing facility reservation requests, supporting client accounts, maintaining vendor relationships, and helping to plan and execute events. They gather cost information and make recommendations to clients. Event Coordinators compile event material, run usage reports, process billing, and update the event calendar, as necessary. They coordinate details and event logistics and adhere to a budget.

Responsibilities

• Collaborate with Event Manager in all aspects of hosting events, including scheduling facilities, negotiating rental costs with clients, ensuring adequate staffing for events, collecting fees and managing contracts.

• Offer tours to potential clients, helping them understand both the opportunities and restrictions of the spaces available.

• Process reservation requests and maintain database. Prepare set-up reports and investigate and resolve problems.

• Oversee the processing of facility requests via EMS and 25Live software.

• Support internal clients to produce CSC events to include agenda planning, catering, room set-ups, audio visual requirements, security, custodial needs, etc., ensuring seamless execution.

• Ensure student employee staff is prepared to serve customers daily. Identify current projects and tasks to be completed.

• Ensure daily readiness of the Event Management office and document procedures.

• Collaborate with the Events Operations team to provide operational support.

• Must be able to lift 25 lbs, and be comfortable with moving boxes, furniture, etc.

• Must be comfortable working in a fast-paced environment, and managing multiple events at various stages at once.

• This role may require non-routine work hours beyond 8am-5pm to accommodate special events and activities. The candidate must be able and willing to participate in activities that take place outside of standard working hours.

• In addition to the above job responsibilities, other duties may be assigned.

Minimum Qualifications

• Education: High School Diploma or equivalent

Preferred Qualifications

• Education: Bachelor’s degree

• Familiarity with Microsoft Office Suite (Word, Excel, Outlook)

• Experience using scheduling or event platforms such as Eventbrite and 25Live

• Must be able to lift 25 lbs and move tables and chairs comfortably

• Strong organizational and communication skills

• Comfort with troubleshooting basic AV or facilities-related issues

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range (optional)

• The anticipated hiring range is $25-$27 p/hr. ($52,000–$56,160), commensurate with education and experience.

Position Type & Work Location

• This is a non-exempt-level, benefited position. Learn more about UVA benefits.

• This is a restricted position, which is dependent on funding and is contingent upon funding availability.

• This position is based in Charlottesville, VA, and must be performed fully on-site.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application Timeline

Application review will begin after September 29, 2025.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.

• This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply

Please apply online, by searching for requisition number R0076678. Complete an application with the following documents:

• Resume

• Cover Letter

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants: Apply through your Workday profile by searching “Find Jobs.”

Reference Check Process

Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Contact

• For questions about the application process, please contact Jon Freeman, jf2sw@virginia.edu.