Events and Digital Coordinator; Part-time

The University of Virginia’s Grand Challenge on Thriving Youth in a Digital Environment (TYDE) is seeking a part-time Events and Digital Coordinator (20 hours/week). A successful candidate will have a passion for event planning and web content management, and a willingness to learn about and support TYDE’s mission of advancing research on youth mental health and digital technology.

This position will involve event development and execution, vendor booking and management, collaboration and communication with event partners and speakers, and logistics management, running Zoom events, and website maintenance and updates using Word Press, among other duties.

The Events and Digital Coordinator will work independently and in coordination with TYDE’s Executive Team. The position is hybrid with most work performed remotely, regular meetings on Zoom and occasionally in-person, and in-person events (mostly at or near UVA). It is expected that the Events and Digital Coordinator will attend in-person events to ensure a seamless experience for all.

The events in TYDE’s portfolio range from on-campus interdisciplinary training workshops, networking meetings, and affiliate gatherings to public-facing conversations and community events (often with area youth), to webinars and conferences at both local and national levels. The event coordinator will work with various partners both internal and external to UVA, and engage with different audiences including students, faculty, staff, and members of the Charlottesville-area community and beyond.

For examples of our events, please visit our "Events" page.

• Coordinating all aspects of event planning, including advising on appropriate formats, identifying and booking rooms or venues on Grounds or off-Grounds, and securing relevant vendors and services in those spaces.
• Planning for event needs, which may include catering, A/V, arranging and booking travel and accommodation for speakers and/or participants.
• Anticipating needs for recurring events, reviewing previous procedures, materials and attendee trends, and looking for improvements in process and audience experience.
• Occasionally executing virtual events through Zoom, including creating and hosting live Webinar events, and maintaining event registrations and reminders.

• Work with Program Manager and Administrative Generalist to track and ensure that vendor contracts are paid, speaker honorarium and guest reimbursement(s) are issued, and final costs collected to update and maintain TYDE budget.

• Work with Program Manager, Administrative Generalist, and Content Creator to coordinate necessary event promotions and ensure deliverables according to TYDE’s robust event calendar.

• Providing regular logistics updates, both verbally and in writing.
• Attending events to ensure a seamless experience. Responsibilities may include receiving and setting up catering, TYDE displays/signage, staging, A/V readiness, timekeeping, and taking photos for social media purposes. While most events are expected to occur during normal business hours, some events may occur during evenings or weekends.
• Ensuring procurement and purchasing procedures are followed and budgets managed accordingly.
• In addition to the above job responsibilities, other administrative and support duties may be assigned.

• Maintain and update the TYDE website using Word Press and Canva, including posting new content, updating existing pages, and ensuring accuracy and consistency across the site.
• Publish event listings, news items, blog posts, and other content in a timely manner to support TYDE’s communications and outreach goals.
• Ensure the website reflects current TYDE activities, personnel, and resources, coordinating with team members to gather and verify content.
• Monitor the website for broken links, formatting issues, and outdated information, and communicate with web development team to resolve issues promptly.
• Collaborate with TYDE’s Content Creator and Executive Team to align website content with broader communications strategy and branding…