Special Events Coordinator - Alumni Operations
West Virginia University, Morgantown, WV, United States
Overview
The Erickson Alumni Center at West Virginia University is currently accepting applications for a Special Events Coordinator.
About the Opportunity: The Special Events Coordinator at the Erickson Alumni Center serves as a support role for the General Manager and for all event operations. This administrative position directly supports the General Manager by capturing and coordinating events and is responsible for detailing the incoming event/catering business for WVU, WVU Medicine, and external markets. This position is also responsible for wedding sales & marketing, social media management and the management of assigned events. This position should be knowledgeable about the event industry.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
37.5-hour work week
13 paid holidays
24 annual leave (vacation) days per year or more based on years of service
18 sick days per year
Health insurance and other benefits
401(a) retirement savings with 6% employee contribution match
Wellness programs
What You’ll Do
Event Planning
Complete contracts, prepares the appropriate paperwork, including the banquet event orders, coordinate with business and operational areas of The Erickson and resolve challenges, complaints, and problems to ensure a quality product/service delivery and customer satisfaction.
Assist the Sales Manager in all aspects of selling, closing and producing an event.
Actively upsells business opportunities to maximize potential revenue with permission from the Sales Manager.
Administratively serving existing accounts while assisting the Sales Manager with the cultivation and development of new leads within various markets.
Builds and promotes strong, enduring customer relationships while partnering, anticipating and understanding client needs and communicating them to the Sales Manager
Maintain a tracking system that ensures all sales activity is defined, detailed and accurately recorded in an organized manner.
Constant Communication with the entire team at the Erickson which includes facilities staff, sales manager, general manager, catering staff and Executive Chef to ensure all client\'s needs are serviced.
Lead weekly production meeting and communicate information to appropriate personnel to ensure a high level of customer experience.
Maintain and serve as lead point of contact with groups while in house when directed by the Sales Manager
Work a flexible schedule to meet the needs of The Erickson clients.
Wedding Sales & Marketing
Proactively solicit and respond to all inquiries via phone, email, and walk-ins in a timely and professional manner.
Conduct site tours for prospective clients to showcase venue features and benefits.
Develop long-term, value-based relationships with couples, families, and local community stakeholders to encourage future bookings and referrals.
Assist in designing and implementing comprehensive event marketing plans that align with business objectives to drive brand awareness and bookings.
Creating engaging, industry-specific vertical content and managing platforms like Instagram and Facebook to attract engaged couples.
Representing the Erickson brand at expos, local networking events, and exhibitions to generate interest and capture leads.
Event Management
Manages the planning and execution of EAC events while embodying the organization\'s commitment to hospitality. Events vary in size and scope from small business meetings to large scale weddings, reunions, and conferences.
Is the face of the EAC, interfacing daily with all types of EAC clientele which will include WVU President, Board of Governors, Alumni Board of Directors, WVU senior administrators, elected officials, donors, alumni, students, senior leaders of large corporations and the general public.
Is fully responsible for creating, implementing, leading, and evaluating a comprehensive, first of class, standard of excellence, customer service program.
Ensures that proper staffing is available for all events at the EAC.
Ensures that required hospitality, customer service operations and training standards are met.
Maintains, monitors, coordinates, and prepares for customer requirements. Relays information to appropriate personnel to ensure a high-level customer experience.
Manages all onsite duties related to the client experience in the facility, providing an exceptional customer experience for assigned events
Ensures all needs that client agreed upon are successfully executed (time of food delivery, clean up etc.) for assigned events
Collaborates with and serves as an onsite resource to clients in the execution of their special events.
Resolves administrative issues and inquiries, coordinating communications and activities within the Center.
Meets with other staff on a daily basis to resolve issues and concerns.
May attend on- and off-campus meetings as requested and report back on issues of importance.
May answer phones and greets visitors to office or location.
May work with A/V in rooms for events as needed
Performs related duties as assigned or as directed.
Social Media
Develops and coordinates organic social media strategy and posting for the Erickson Alumni Center through photo, video and graphic media that are consistent with current and emerging trends as well as Erickson/WVU brand standards
Develops and coordinates paid social media ad strategy and posting to accomplish specific inquiry and booking goals for various event seasons
Collaborates with the Strategic Initiatives marketing team on social media plans to support the overall goals of the Erickson Alumni Center, drive inquiries and enhance the Erickson Alumni Center brand
Creates and manages relationships with local vendors and patrons to utilize, with permission, user-generated photo/video content on Erickson Alumni Center social accounts
Serves as an expert on social media platforms (Facebook, Instagram) and their features to effectively market the Erickson Alumni Center
Qualifications
Bachelor\'s degree in a related field.
A minimum of two (2) years of event planning experience.
Any equivalent combination of related education and/or experience will be considered.
All qualifications must be met by the time of employment.
Knowledge, Skills, & Abilities
Prior Event Planning Experience Preferred
Excellent customer service skills
Ability to plan, organize and execute detailed and multi-faceted events
Ability to multi-task and balance multiple priorities, while meeting critical deadlines
Ability to create rapid and creative approaches to problem identification, resolution, and prevention
Diplomacy and the ability to maintain confidentiality
Ability to work independently, exercising appropriate judgement
Excellent commination and interpersonal skills
Strong organizational skills
Ability to gather, compile and interpret data and draw valid conclusions
Knowledge of the hospitality industry
Ability to work a flexible schedule, including the ability to work evenings, weekends and holidays as needed
Ability to learn/use conferencing software
Ability to interact effectively with diverse clientele thorough knowledge of office methods, procedures, and protocol, along with thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
Good knowledge of, or the ability to rapidly learn, the policies, procedures and regulations governing budget issues, with the ability to interpret and apply these policies to unique situations.
Knowledge of principles and practices of fiscal record keeping.
Strong interpersonal skills with the ability to maintain a professional demeanor while interacting with customers either in person or over the telephone.
Demonstrated ability to establish and maintain cooperative working relationships among all levels of employees within the organization.
Demonstrated ability to apply solid judgment, discretion, and initiative in performing a variety of complex administrative tasks.
Demonstrated ability to coordinate and prioritize many different administrative tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner.
Proven ability to type with speed and accuracy.
Solid familiarity with a demonstrated competency in using a personal computer and related software packages, including word processing, database management and web design.
Demonstrated ability to independently determine proper location and cross reference of files in alphabetical, numerical, chronological, and/or subject matter order.
Ability to reason logically and analyze and solve problems.
Ability to rapidly learn the operations of the University and work environment.
Ability to maintain confidentiality of sensitive information.
Preferred Qualifications
Degree in a business or hospitality related field.
Higher education setting and/or experience managing a conference center or hotel property.
About WVU
West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.
From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.
At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.
Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.
West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.
Job Posting: Apr 24, 2026
Posting Classification: Non-Classified
Exemption Status: Exempt
Benefits Eligible: Yes
Schedule: Full-time
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The Erickson Alumni Center at West Virginia University is currently accepting applications for a Special Events Coordinator.
About the Opportunity: The Special Events Coordinator at the Erickson Alumni Center serves as a support role for the General Manager and for all event operations. This administrative position directly supports the General Manager by capturing and coordinating events and is responsible for detailing the incoming event/catering business for WVU, WVU Medicine, and external markets. This position is also responsible for wedding sales & marketing, social media management and the management of assigned events. This position should be knowledgeable about the event industry.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
37.5-hour work week
13 paid holidays
24 annual leave (vacation) days per year or more based on years of service
18 sick days per year
Health insurance and other benefits
401(a) retirement savings with 6% employee contribution match
Wellness programs
What You’ll Do
Event Planning
Complete contracts, prepares the appropriate paperwork, including the banquet event orders, coordinate with business and operational areas of The Erickson and resolve challenges, complaints, and problems to ensure a quality product/service delivery and customer satisfaction.
Assist the Sales Manager in all aspects of selling, closing and producing an event.
Actively upsells business opportunities to maximize potential revenue with permission from the Sales Manager.
Administratively serving existing accounts while assisting the Sales Manager with the cultivation and development of new leads within various markets.
Builds and promotes strong, enduring customer relationships while partnering, anticipating and understanding client needs and communicating them to the Sales Manager
Maintain a tracking system that ensures all sales activity is defined, detailed and accurately recorded in an organized manner.
Constant Communication with the entire team at the Erickson which includes facilities staff, sales manager, general manager, catering staff and Executive Chef to ensure all client\'s needs are serviced.
Lead weekly production meeting and communicate information to appropriate personnel to ensure a high level of customer experience.
Maintain and serve as lead point of contact with groups while in house when directed by the Sales Manager
Work a flexible schedule to meet the needs of The Erickson clients.
Wedding Sales & Marketing
Proactively solicit and respond to all inquiries via phone, email, and walk-ins in a timely and professional manner.
Conduct site tours for prospective clients to showcase venue features and benefits.
Develop long-term, value-based relationships with couples, families, and local community stakeholders to encourage future bookings and referrals.
Assist in designing and implementing comprehensive event marketing plans that align with business objectives to drive brand awareness and bookings.
Creating engaging, industry-specific vertical content and managing platforms like Instagram and Facebook to attract engaged couples.
Representing the Erickson brand at expos, local networking events, and exhibitions to generate interest and capture leads.
Event Management
Manages the planning and execution of EAC events while embodying the organization\'s commitment to hospitality. Events vary in size and scope from small business meetings to large scale weddings, reunions, and conferences.
Is the face of the EAC, interfacing daily with all types of EAC clientele which will include WVU President, Board of Governors, Alumni Board of Directors, WVU senior administrators, elected officials, donors, alumni, students, senior leaders of large corporations and the general public.
Is fully responsible for creating, implementing, leading, and evaluating a comprehensive, first of class, standard of excellence, customer service program.
Ensures that proper staffing is available for all events at the EAC.
Ensures that required hospitality, customer service operations and training standards are met.
Maintains, monitors, coordinates, and prepares for customer requirements. Relays information to appropriate personnel to ensure a high-level customer experience.
Manages all onsite duties related to the client experience in the facility, providing an exceptional customer experience for assigned events
Ensures all needs that client agreed upon are successfully executed (time of food delivery, clean up etc.) for assigned events
Collaborates with and serves as an onsite resource to clients in the execution of their special events.
Resolves administrative issues and inquiries, coordinating communications and activities within the Center.
Meets with other staff on a daily basis to resolve issues and concerns.
May attend on- and off-campus meetings as requested and report back on issues of importance.
May answer phones and greets visitors to office or location.
May work with A/V in rooms for events as needed
Performs related duties as assigned or as directed.
Social Media
Develops and coordinates organic social media strategy and posting for the Erickson Alumni Center through photo, video and graphic media that are consistent with current and emerging trends as well as Erickson/WVU brand standards
Develops and coordinates paid social media ad strategy and posting to accomplish specific inquiry and booking goals for various event seasons
Collaborates with the Strategic Initiatives marketing team on social media plans to support the overall goals of the Erickson Alumni Center, drive inquiries and enhance the Erickson Alumni Center brand
Creates and manages relationships with local vendors and patrons to utilize, with permission, user-generated photo/video content on Erickson Alumni Center social accounts
Serves as an expert on social media platforms (Facebook, Instagram) and their features to effectively market the Erickson Alumni Center
Qualifications
Bachelor\'s degree in a related field.
A minimum of two (2) years of event planning experience.
Any equivalent combination of related education and/or experience will be considered.
All qualifications must be met by the time of employment.
Knowledge, Skills, & Abilities
Prior Event Planning Experience Preferred
Excellent customer service skills
Ability to plan, organize and execute detailed and multi-faceted events
Ability to multi-task and balance multiple priorities, while meeting critical deadlines
Ability to create rapid and creative approaches to problem identification, resolution, and prevention
Diplomacy and the ability to maintain confidentiality
Ability to work independently, exercising appropriate judgement
Excellent commination and interpersonal skills
Strong organizational skills
Ability to gather, compile and interpret data and draw valid conclusions
Knowledge of the hospitality industry
Ability to work a flexible schedule, including the ability to work evenings, weekends and holidays as needed
Ability to learn/use conferencing software
Ability to interact effectively with diverse clientele thorough knowledge of office methods, procedures, and protocol, along with thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
Good knowledge of, or the ability to rapidly learn, the policies, procedures and regulations governing budget issues, with the ability to interpret and apply these policies to unique situations.
Knowledge of principles and practices of fiscal record keeping.
Strong interpersonal skills with the ability to maintain a professional demeanor while interacting with customers either in person or over the telephone.
Demonstrated ability to establish and maintain cooperative working relationships among all levels of employees within the organization.
Demonstrated ability to apply solid judgment, discretion, and initiative in performing a variety of complex administrative tasks.
Demonstrated ability to coordinate and prioritize many different administrative tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner.
Proven ability to type with speed and accuracy.
Solid familiarity with a demonstrated competency in using a personal computer and related software packages, including word processing, database management and web design.
Demonstrated ability to independently determine proper location and cross reference of files in alphabetical, numerical, chronological, and/or subject matter order.
Ability to reason logically and analyze and solve problems.
Ability to rapidly learn the operations of the University and work environment.
Ability to maintain confidentiality of sensitive information.
Preferred Qualifications
Degree in a business or hospitality related field.
Higher education setting and/or experience managing a conference center or hotel property.
About WVU
West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.
From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.
At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.
Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.
West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.
Job Posting: Apr 24, 2026
Posting Classification: Non-Classified
Exemption Status: Exempt
Benefits Eligible: Yes
Schedule: Full-time
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