Administrative & Program Coordinator

Job Description

Position Summary:
Reporting to the director of the Virginia Tech Southwest Center, the administrative and program coordinator coordinates and implements center usage, client services, and support for programs such as conferences, short courses, training programs, institutes, workshops and other unique outreach offerings. The position plays a key role in promoting programs and services through digital marketing, website content, social media engagement, and the development of promotional materials designed to increase program visibility and participation.

Key functions are to:
• support daily operations of the Southwest Center based on the center’s program and implementation needs;
• serve as the initial and primary contact for faculty, students, clients and participants associate with graduate, professional development and meeting management activities;
• support the director, engagement staff, and onsite partners through the creation and distribution of marketing materials, website updates, social media content development and management, customer support, classroom scheduling, calendar maintenance, classroom setup, and reception duties;
• be the liaison between students and units across the University;
• coordinate program implementation, including financial management and accountability, keeping programs within scope and adhering to established timelines, onsite/day-of duties, and vendor management.
Occasional travel is required to provide local and out-of-town program support. Occasional overnight, weekend, early morning, and late evening work may be required based on program schedules.

Required Qualifications

• Experience in a higher education setting or hospitality / event coordination environment;
• Demonstrated experience developing, implementing, and managing marketing and social media content across multiple platforms to promote programs, events, services, or organizational initiatives.
• Experience creating digital and print promotional materials using marketing and graphic design tools such as Canva, Adobe Creative Suite, Adobe Campaign, or similar platforms.
• Must have strong technical skills such as word processing, Excel, email, internet navigation, online learning platforms, and audiovisual equipment;
• Excellent organizational skills. Must be able to handle numerous projects and details simultaneously and accurately while prioritizing according to need and schedule.
• Exceptional customer services skills;
• Ability to remain calm under pressure and handle unanticipated changes or emergencies in an effective and professional manner;
• Must be a team player with excellent communication and interpersonal skills;

Preferred Qualifications

• Bachelor's degree in business or related field, or equivalent training and experience in business or hospitality management field.
• Experience with university and/or state purchasing policies and procedures as well as experience with invoicing and payments;
• Experience with conference management/planning;
• Experience working within program budget constraints;
• Experience in training and development, and/or meeting and project management;
• Experience with financial management, budgeting and grant reporting.

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Restricted

Salary Information

$16-$18/hour

Hours per week

20-30

Review Date

9/23/2026

Additional Information

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including Blacksburg, the greater Washington, D.C. area, the Health Sciences and Technology Campus in Roanoke, sites in Newport News and Richmond, and numerous Extension offices and research institutes. A leading global research institution, Virginia Tech conducts more than $650 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance.  These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact Kathy Hager at [email protected] during regular business hours at least 10 business days prior to the event.