Job Listings

Program Coordinator

Jefferson Scholars Foundation
Job Location:
Charlottesville, Virginia
Other Administrative Positions
General Summary
The Jefferson Scholars Foundation seeks an individual with exceptional planning, project management, interpersonal, communication, relationship management/customer service, and organizational skills to join the Program Team. The selected candidate will provide the coordination of a multitude of communications, activities, and projects for the Walentas Scholars, Jefferson Scholars, and Jefferson Fellows Programs teams, serve as a program ambassador, and provide event/project task and administrative support.

Success in the position will require the highest level of professionalism with a collaborative approach to working within and across teams. This position requires primarily in-person work, weekend and evening event work, with flexibility for hybrid work at specific times throughout the year.

Bachelor's Degree or equivalent required. Experience in event planning, communications, volunteer management, and/or a related field is required. Experience working in a university office and/or with college students preferred. The candidate must possess advanced proficiency in MS Office; outstanding customer service and interpersonal skills; the ability to multi-task and work accurately, under pressure, with attention to detail; and the ability to maintain confidentiality.

Job Title: Program Coordinator
FLSA Status: Exempt
Primary Support Team: Senior Associate Director of Programs
Director, Walentas Scholars Program

The Program Coordinator responsibilities include, but are not limited to the following:
  • Coordinate the event logistics, planning, and day-of management of the Walentas Scholars, Jefferson Scholars, and Jefferson Fellows Programs activities, selections, recruitment, enrichment, and recognition functions;
    • Plan and execute logistics for all program events and functions;
    • Manage event vendors and conduct contract negotiations;
    • Coordinate event correspondence and materials including invitations, RSVP, accommodation requests, signage, table tents, programs, and nametags.
  • Assist with communication coordination and constituent management across all programs; respond to general or program inquiries of all programs by email, phone, and/or in person.
  • Provide assistance to the Walentas Scholars Director to build community with first-generation students, Walentas Scholars, and families; assist with the facilitation of enrichment programming; and provide advising support to first-generation constituencies.
  • Conduct data entry as part of overall data management projects; assist with data maintenance of constituents’ contact records.
  • Provide boutique-level customer service to organization’s constituents including: first-generation students, undergraduate and graduate students, committee members, school counselors, candidates, nominees, university faculty, alumni, and benefactors.
  • Provide administrative support duties including backup assistance to other administrative support team members as needed and serve as a member of the front desk/reception team including but not limited to greeting visitors and office/building vendors.

Qualifications and Personal Attributes:
  • At least two years of experience in event, project, and volunteer management, communication, or development work preferably with high school and/or college students.
  • Bachelor's degree or equivalent.
  • Student affairs, residence life, and/or student counseling experience preferred.
  • Demonstrated ability to enthusiastically support and engage with high-school and college students.
  • University of Virginia experience a plus.
  • Experience working with first-generation college students a plus.
  • Excellent planning and organizational skills; process and solution oriented.
  • Strong communication skills, written, and oral.
  • Able to prioritize and self-manage, including managing multiple tasks, with a strong attention to detail and deadlines.
  • Able to work under pressure, meet deadlines, and function effectively in a fast-paced and changeable environment.
  • Able to interact effectively with internal and external personnel and constituents; strong interpersonal skills.
  • Active listening and outstanding customer service skills.
  • Advanced proficiency in Microsoft Office. Experience with email marketing software preferred; experience in a CMS is a plus.
  • Flexible and willing to work outside normal business hours; able to work on weekends and evenings to coordinate events.
  • Must be fully vaccinated and boosted against COVID-19.
  • Hard working with a sense of humor.
The Jefferson Scholars Foundation offers competitive salaries and an excellent comprehensive package of benefits including health, dental, vision, and life insurance, and a generous 401(k) retirement plan.

How to Apply:
Review of applicants will begin immediately and continue until the position is filled.

Please submit a cover letter, resume, and professional references to:
Helen M. Dwyer
Director, Business Planning & Operations Jefferson Scholars Foundation
112 Clarke Court, Charlottesville, VA 22903

Electronic submissions are strongly preferred.
The Jefferson Scholars Foundation is an equal opportunity employer.
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