Williams School Program Coordinator

The Williams School Program Coordinator works closely with the Williams School deans to plan and execute school-wide and dean’s office special events. This person will also work closely with members of the Dean’s Office and faculty to manage various functions of the office, including acting as a liaison for communications efforts, dean’s office student worker supervision, building operations and facilities, and limited travel logistics. This position provides administrative support for the Associate Dean of the Williams School.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

Serves as the primary administrative coordinator for both on and off-campus Williams School special events and programs, as determined by the Williams School Dean and Associate Dean. Examples of these events and programs include, but are not limited to Williams School-wide open houses, receptions, faculty/staff retreats, Executive-in-Residence guest visits and speakers, student awards, 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 Dean’s Office/Williams School events.

Maintains comprehensive calendar of Williams School events and programs and communicates with departments and other campus constituents to aid in successful advertising, event registration, and/or RSVP headcount as needed.

Staffs events to ensure smooth execution by all vendors and campus partners.Produces and distributes supporting documents and materials for events, such as nametags, agendas, and signage.

Coordinates essential faculty and student travel paperwork, such as Global Insurance and travel waivers. Liaises with the Center for International Education on advertising, study abroad fairs, and applications as needed.

Liaises with the business office and executive assistant to the Williams School Dean on budgeting and expense management for events, travel, and operations.

Manages Communications Fellow(s) in the development of content for web and published communications. Assists in the identification of student and faculty-related stories. Reviews and edits Fellows’ content.

Oversee RISE displays

Works with the Associate Dean regarding facilities management, including office allocation and building maintenance.

Assists the Associate Dean with teaching and research materials as needed.

Manages the Associate Dean’s calendar, travel, and expense reports.

Other related duties as assigned.

Work Schedule: 8:30-4:30, M-F Occasional night and weekend hours required. Occasional travel to support off-campus events is required.

Minimum Qualifications:

High school diploma required and bachelor’s degree preferred.

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.

Application Instructions: Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

Position Type: Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:$20.47 - Pay Commensurate with Experience

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