Job Listings

Special Events Coordinator - Division of Diversity, Equity and Inclusion

West Virginia University
Job Location:
Morgantown, West Virginia
Conference and Events Administration


The Division of Diversity, Equity, and Inclusion (DDEI) at West Virginia University is seeking applications for a Special Event Coordinator.This position is responsible forproviding event planning, promotion, and administrative duties. This individual will administer and coordinate all aspects of all special events for the Division, assist with the creation of digital marketing, podcasting, graphic design, motion graphics, videography and provide administrative assistance to the Vice President for Diversity, Equity, and Inclusion.

To be successful in this position, the ideal candidate will:

  • Execute from inception to completion all logistical details for all DDEI programs operations, special events, ceremonies, committees, awards functions, and activities (Large - campus wide and small events).
  • Negotiate space contracts, secures event space, arrange for food and beverage, schedule speakers, coordinates and monitors event timelines, order audio-visual equipment, make travel arrangements for speakers and guest, order event signs, ensure appropriate decor (florals, linens, color schemes) to meet the quality expectations and ensure that deadlines are met.
  • Oversee and ensure adequate staffing for events and communication needs to DDEI.
  • After the event, send invoices for booths and tables, advertising, sponsorships, or registration not already collected.
  • Ensure that all DDEI events and programs, including floor layouts, are accessible, in accordance with the Americans with Disparities Act (ADA).
  • Develop and implement a yearly calendar of events and activities aimed at increasing recruitment and retention of underrepresented and minoritized faculty, staff and students including, but not exclusive to celebration of special dates among Native Americans, Asian-Americans, Hispanics, African Americans, individuals with disabilities, veterans, women, members of the LGBTQ community, and international students.
  • Coordinates facilitate and or provide organizational support as needed for various activities across the Morgantown, Keyser and Beckley campuses and the state of West Virginia.
  • Under the supervision of the Division's Director of Communication, plan and execute communication plans in conjunction with approved PR campaign venues.
  • Provide creative leadership in the development of an integrated events marketing and communication plan each year based on the events sponsored by the Division.
  • Work with the Division's Director of Communication to ensure that all program materials meet university standards.
  • Assist the Senior Executive Assistant with general scheduling of the Vice President for Diversity Equity and Inclusion's calendar. This includes ensuring that all DDEI events are present on the calendar, invitation to DEI based external events are included on the calendar, and daily maintenance of the Vice President's schedule.
  • Prepare reports, brochures or any solicited materials and forms for the use in demonstrating the DDEI's efforts in diversity equity and inclusion.
  • Oversee the development and monitoring of each event's budget and produces a report that shows expenditures for planning purposes and program outcomes.
  • Track expenditures to assure DDEI events are within the approved budget including notifying the Division's Director of Communication of any potential expenditures that will cause events to exceed the approved budgets.
  • Monitor budget requests from student organizations, faculty, and the community regarding events.

  • Bachelor's degree in Public Relations, Marketing, Business Administration or a related discipline OR any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
  • A minimum of one (1) yearexperience planning large-scale events OR events management.
  • A minimum of one (1) experience in the following:
    • Inmarketing events or development of communication plans.
    • In monitoring program budgets.
    • In promoting diversity and inclusion within an organization (preferably a university or government organization).
  • Ability to be a leader or possess leadership qualities such as: vision, pro-activeness, being a self-starter, positivity, assertiveness and creativity.
  • Ability to research information and analyze data to arrive at valid conclusions, recommendations and plans of action.
  • Ability to communicate ideas clearly and concisely both orally and in writing.
  • Ability to establish and maintain effective working relationships and to deal tactfully with departments, organizational units, related programs, community volunteers, external agencies, students (both prospective and current), and their parents.
  • Ability to work cooperatively, collaboratively and effectively with all types of people and diverse groups.
  • Ability to negotiate with other parties to achieve outcomes beneficial to the DDEI.
  • Ability to manage multiple projects and oversee work assignments delegated to staff and volunteers (Based on the event).
  • Ability to adapt to a fluid events schedule.
  • Ability to maintain proper unit attendance and punctuality standards.
  • Ability to accomplish projects with minimal supervision.
  • Ability to prepare and write clear, concise and comprehensive reports, grants and program materials.
  • Ability to create, maintain and follow a basic budget as well as knowledge of basic finance and budget principles.
  • Ability to follow State of West Virginia and WVU procurement rules and regulations.
  • Ability to use latest versions or rapidly learn Microsoft Word, Excel, PowerPoint, Access and mail merges, email and web searches.
  • Ability to use database systems, specifically Microsoft Access and SQL.
  • Ability to edit and proofread documents both for distribution and for internal use.
  • Ability to carry out the mission, goals, policies, and procedures of the DDEI.
  • Ability to record and edit multimedia content and adjust them in post-production.
  • Ability to follow technical requirements, accessibility guidelines and best practices in the creation of multimedia content for websites and social media.
  • Ability to skillfully operate computer, photography and video equipment including cameras and recording devices.
  • Ability to conduct photo editing, illustration, vector image manipulation and motion graphics.
  • Ability to conduct audio editing for videos and for audio-only projects, such as interviews and podcasts.


  • Resume
  • Valid driver's license

About WVU

At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.

From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley - the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.

Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.

To learn more about West Virginia University, visit View current career opportunities at

West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.

Job Posting: Nov 17, 2021

Posting Classification: Non-Classified

Exemption Status: Exempt

Benefits Eligible: No
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