Events and Facilities Project Associate

The School of Education and Human Development at the University of Virginia seeks two Project Associates who will join the dean’s office team and provide project management support while working with collaborative project teams.

The applicants should indicate their preference in their cover letter.

Project Associate for Events

The Project Associate For Events Reports To The Senior Associate Dean And Chief Operating Officer And Serves As The Organizational Point Of Contact For The Client And Stakeholders On Each Project Being Supported. Duties Include:

Management of annual and special events

• Works closely with key stakeholders on objectives and strategy
• Works with the Senior Associate Dean to set overall budget for school’s events portfolio
• Conducts research and site visits to ensure the venue is appropriate for the event
• Build relationships with internal and external vendors negotiating best possible arrangements and pricing for event services (i.e. catering, floral arrangements, transportation, parking, rentals, A/V, etc)
• Develop a staffing plan for the event and coordinate planning meetings as necessary to achieve desired outcomes
• Facilitate procurement of supplies, gifts, and other such materials
• Collaborate with the marketing and communications team to ensure that announcements and invitations meet brand standards and are delivered through appropriate channels
• Create and monitor event timelines to ensure that key planning deadlines are met
• Creates detailed event budgets and tracks revenues/expenses, reporting regularly to Senior Associate Dean and the event organizer
• Ensures that all events are planned with a focus on promoting EHD’s image across Grounds and externally
• Produce event summaries for all major events that report on objectives, staffing, budget, outcomes, and areas for improvement to be used as a reference by leadership and as a guide for future iterations of the event
  
  

Event Setups

• Work in coordination with the Facilities Project Associate to facilitate event setups.
• Setup designated event spaces for various events
  
  

Meeting room coordination

• Approve requests for meeting space in Bavaro and Ridley Hall
• Clearly articulates policy and procedure for use of space and access control to users
• Coordinates site visits with users of space to ensure that needs will be met and/or technology is appropriate for the event
• Coordinates with ETO on audio-visual and room setup needs for meetings and events held in EHD meeting rooms
• Maintains a working knowledge of technology in EHD’s meeting rooms and provides back-up support to users as needed
• Maintains floor plans and seating arrangements for each of EHD’s meeting spaces
• Assists EHD faculty and staff with finding alternative locations suitable for events when space is unavailable within our facilities
• Maintains inventory of resources for use by the EHD community during events (i.e. tablecloths, name badges, decorations)
• Updates events and venues pages/resources on the EHD website routinely
  
  

Calendar and departmental support

• Gather event and lecture information from EHD units and organizations for population on the School’s Intranet Site and EHD-Events Calendar
• Provide routine calendar updates to the EHD marketing and communications team such that we ensure proper prioritization and distribution of notices to media and prospective attendees
• Regularly hold meetings of event planners across EHD to support their success through sharing of best practices
• Provide guidance to event planners on marketing, vendors, venues, and other such matters that aid in the success of events across the school
  
  

Additional Duties

• Support Dean’s Office team with operational matters as requested, contributing to the overall efficiency of administrative processes.
• Act as a backup for the Facilities Project Associate, assisting with project management and implementation as required.
• Undertake additional project as assigned, demonstrating flexibility and readiness to contribute to various initiatives across the department.
  
  

Project Associate for Facilities

The Project Associate For Facilities Reports To The Senior Associate Dean And Chief Operating Officer And Serves As The Organizational Point Of Contact For The Client And Stakeholders On Each Project Being Supported. Duties Include:

Space Management

• Assign office/space allocations based on organizational needs.
• Coordinate the procurement of furniture for office and other space needs.
• Liaise with vendors for furniture and space-related supplies.
• Conduct assessments of offices and other spaces for potential upgrades.
• Conduct semester space audits to optimize space utilization.
• Collaborate with research centers regarding leased spaces.
• Complete yearly private use survey to ensure compliance.
• Clearly articulates policy and procedure for use of space and access control to users
  
  

Facilities Management

• Conduct bi-weekly meetings with Zone Coordinator to discuss facility-related matters.
• Submit work orders to Facilities Management for various maintenance requests.
• Communicate construction updates to relevant stakeholders.
• Conduct semester walkthroughs with Facilities Management for facility assessments.
• Coordinate fire inspection remediation efforts.
• Interface with Housekeeping for updates and needs related to cleanliness.
• Schedule air conditioning/heat adjustments for outside business hours events.
• Manage surplus furniture and equipment disposal.
• Collaborate with the Student Health and Wellness Center facility coordinator to fulfill Kinesiology work orders.
• Responsible for managing the Facilities Budget.
  
  

Access Control

• Manage swipe access permissions for buildings and offices, adding and removing as needed.
• Coordinate exam access for students on a semester-by-semester basis.
• Configure door exceptions for outside business hours events.
• Communicate with Access Control regarding any issues with swipe access doors.
  
  

Keys

• Track the distribution and return of office keys.
• Order office keys as necessary.
• Maintain an inventory of keys for security purposes.
  
  

Emergency Planning

• Update Veoci emergency plan annually to ensure readiness.
• Collaborate with emergency response and stakeholders to refine emergency procedures.
  
  

Event Setups

• Work in coordination with the Events Project Associate to facilitate event setups.
• Distribute event setup forms for events in Holloway Hall and Ridley 302.
• Setup designated event spaces for various events
  
  

Additional Duties

• Serve as backup for the Events Project Associate.
• Support Dean’s Office team with operational matters as requested, contributing to the overall efficiency of administrative processes.
• Undertake additional project as assigned, demonstrating flexibility and readiness to contribute to various initiatives across the department.
  
  

Minimum Requirement

Education: Bachelor's degree

Experience: Two years of experience. Relevant experience may be considered in lieu of a degree.

Preferred Qualifications

• Advanced degree
• High proficiency with Smartsheet
• Superlative people and professional-level communication skills, both written and verbal, and demonstrated experience of working with individuals from a variety of backgrounds
• Demonstrated excellence with problem solving
• Ability to manage project finances, including budget management, and proposal writing
• Strength and experience in working on collaborative decision teams
• Knowledge of and/or passion for the work of the School of Education and Human Development
• High proficiency in Microsoft Office Suite and One365/ Sharepoint/ Teams
  
  

Application Instructions: Apply Now. Internal applicants must apply through their UVA Workday profile, search Find Jobs and then R0061510. Complete an application online and include the following documents:

• A CV/resume
• A cover letter is optional but strongly preferred. Applicants should indicate their preferred position in their cover letter.
  
  

All documents can be loaded into the resume submission field, multiple documents can be submitted into this one field. Incomplete applications will not be considered.

For questions about the application process, please contact Margaret Weeks, Academic Recruiter. Before a formal offer of employment is extended, the selected candidate will undergo a background check per university policy.

• This position cannot offer visa sponsorship.
  
  

These positions are 40 hours per week, with full-time leave and university benefits. These positions are located in Charlottesville, VA.

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.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.