Student Affairs Event Associate

The University of Virginia's Student Affairs Event Management team has an opportunity for a full-time Event Associate. 

 Student Affairs Event Management is responsible for the operation and coordination of more than 10,000 events within student activity spaces each year – this includes Newcomb Hall, The UVA Chapel, Ern Commons, the Student Activities Building, outdoor venues, and many more. 

The Associate works as part of the event scheduling and coordination team on a variety of activities, including student organization, university department, and outside events. This individual is responsible for maintaining vendor relationships, supporting client accounts, billing and invoicing, and helping to plan, set up, and execute events. They gather cost information and make recommendations to clients/Event Planners, compile event material, run reports, maintain mailing lists, and update the event calendar, as necessary. 

Responsibilities

The Event Associate will be coordinating with the professional and student staff of Newcomb Hall to ensure that Newcomb Hall is open to the public and prepared for events. 

This position will have a variety of duties, including but not limited to: 

• processing reservation requests using the 25Live application,
• compiling and processing billing and invoicing, 
• contacting student groups and departments regarding their events, 
• ensuring rooms are set up correctly, 
• reviewing daily event schedules, 
• collaborating with Student Affairs colleagues, 
• communicating with student workers about daily tasks. 

The position communicates event details to stakeholders and is proactive in solving problems independently and as part of a team.

Minimum Qualifications

• Education: Bachelor's degree or combination of education, experience, and or certifications in lieu of degree requirement.
• Experience: 3+ years of relevant experience.
• Licensure/Certifications: none

Preferred Qualifications

• Experience with 25Live facility scheduling software, and When2Work staffing software.
• Office management experience.
• Experience coordinating part-time staff schedules.

Physical Demands

Employee will be required to lift various weights, climb ladders and stairs in order to complete jobs. The use of both hands and repetitive motion will be required while performing duties.

Salary Range

• The anticipated hiring range is $21.00 - $26.00 per hour, commensurate with education and experience.

Position Type & Work Location

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

• 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 June 15, 2026.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship at this time.

How to Apply

Please apply online, by searching for requisition number R0084104 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.

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 position, please contact Robert Gough Jr, at [email protected]

• For questions about the application process, please contact Rich Haverstrom, HR Academic Recruiter, at [email protected]

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.