Events and Commencement Coordinator

Description

Events and Commencement Coordinator

Student Affairs

Full-time, non-exempt, 37.5 hours/week

$26-32/hour

On-Campus

Reports to: Director, Student Affairs

VLGS Benefits and PTO include: 

- Full benefits (medical, dental, vision, etc.). 

- 403b including 4% employer contribution.

- 2 weeks of paid vacation in addition to paid personal and sick days. 

- 11 paid holidays plus two weeks of paid days off for Summer and Winter breaks. 

- Employee Assistance Program.

- VLGS course participation with tuition assistance.

- Flexible schedule potential. 

Vermont Law and Graduate School is committed to cultivating and preserving a culture of inclusion and connectedness. We grow and learn better together with a diverse group of faculty, staff, and students. In recruiting for faculty and staff, we seek unique backgrounds to enrich and challenge our community. 

Position Summary:

The Events and Commencement Coordinator provides professional expertise and administrative support in the scheduling, planning and implementation of all school events and functions. The Events Coordinator works with key stakeholders to organize, prioritize, and collaboratively plan events to ensure that high standards and campus priorities are reflected in their presentation and serves as the liaison between the support functions and the sponsoring group. The Events Coordinator is central to student life at Vermont Law and Graduate School, and is also responsible for ideas and initiatives that (under the supervision of the Director of Student Affairs) improve the sense of community for residential and online students.

Key Duties and Responsibilities:

Events Coordinator (60%)

• Serve as a primary liaison between student groups, campus departments, service providers, and external partners to support event planning, room scheduling, resource allocation, and service delivery. 
• Works with outside agencies to coordinate events on campus, not associated with VLGS (such as Red Cross Blood Drives, High School Mock Trial, etc.). 
• Maintains master calendar of eventsin events in the 25Live system, approves new event requests, and oversees all room schedules, including classrooms, for both academic and non-academic purposes. 
• Collaborates with the Director and Assistant Director of Student Affairs to implement protocols for student group events scheduling. 
• Serves as the primary campus contact for CLE credits.
• Distribute event information both digitally and in print, ensuring accurate event promotion for all students, staff, and faculty.
• Oversees the Shirley A. Jefferson Art Gallery, including coordinating installations, maintaining exhibit schedules, and serving as the primary point of contact for artists and contributors. 
• Assist other members of the Office of Student Affairs with annual programming (such as Orientation), community-building opportunities, and purpose-driven events. 

Commencement Coordinator (10%)

• Manages student registration process for commencement, including invitation orders and mailing.
• Creates detailed master schedule and timeline of events; plans and executes all logistical details for graduation weekend.  
• Books all outside vendors, schedules rooms, coordinates service providers, and recruits volunteers (when needed)
• Works with outside vendor to solicit sizing and order regalia for all graduates, participating faculty, and invited honorary guests. 

General Support (10%)

• Serves as the main switchboard operator and routes calls appropriately. Provides limited administrative support for the Buildings and Grounds Department.
• Issues ID access cards for students, staff, and faculty, coordinating with relevant departments for activation and access permissions. 
• Other duties as assigned.

Fitness Center Manager (20%) 

• Manages the Fitness Center staff including hiring, scheduling, and supervising desk attendants.
• Works with equipment vendors to ensure machine upkeep and repair. 
• Oversees required paperwork completion and record retention for all new memberships. 
• Collects membership dues, issues and activates membership cards for community members, students, staff, and student partners. 
• Hires Fitness Center Instructors to teach virtual and residential group fitness classes, and coordinates scheduling.
• Collects, tracks, and deposits income from laundry machines within the Fitness Center.

Requirements

Required Education, Skills, and Experience:

• Associate’s Degree or equivalent combination of education and experience.
• Demonstrated project management, time management and organizational skills, with the ability to manage details of multiple and complex projects with firm schedules, set priorities, and effectively carry out event goals in a manner that enhances the image of the school.
• 2+ years experience working in events management, student activities, or marketing. 
• Thorough knowledge and appreciation of the operational, logistical and resource requirements of a high-profile public event.
• Effective verbal and written communication skills.
• Outstanding interpersonal skills and demonstrated ability to work effectively in business partner relationships.
• Strong computer skills with ability to use Microsoft email, word processing, spreadsheet, and video conferencing software required.
• Must be able to adapt to new and emerging technology as established and communicated by the law school.    
• Scheduling software experience preferred (R25).
• Ability to work independently with minimal supervision.
• Creativity and resourcefulness for developing ideas (under the supervision of the Director of Student Affairs) to keep remote learners engaged in the campus community and student life.

Other Requirements: 

• Availability to work flexible hours, when necessary, based on the events schedule.
• 95% Computer-related work.
• Primary work is done sitting and/or standing at a desk.
• Ability to prioritize multiple tasks and deadlines and reorganize under pressure.
• Ability to work independently and within a team.
• Ability to manage the pressure of multiple deadlines.
• Ability to shift focus as needed to meet other priorities and needs quickly.
• Must be able to work legally within the United States without sponsorship.
• Ability to perform all essential functions of the job with or without basic accommodations.

Application Requirements:

Please attach a resume and cover letter for consideration. If you are applying from a third party website (Indeed, etc.) and are unable to attach additional materials to your online application, please apply directly at https://www.vermontlaw.edu/community/about-vls/employment-opportunities.

As part of our commitment to compliance with the Americans with Disabilities Act, candidates who meet the qualifications for this position and who require accommodations to apply should contact Human Resources at [email protected]. Vermont Law and Graduate School strives to raise the bar for being an Equal Opportunity Employer, and we prohibit discrimination based on race, color, religion, ancestry, sex, sexual orientation, gender identity, age, national origin, place of birth, marital status, disability, veteran's status, HIV status, pregnancy, genetic information, health insurance status, and crime victim status.

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