Title: Event & Administrative Coordinator
State Role Title: Gen Admin Supv I/Coord I
Hiring Range: $45,000.00
Pay Band: 4
Agency: New College Institute
Location: New College Institute
Agency Website: www.newcollegeinstitute.org
Recruitment Type: General Public - G
Job Duties
The Event and Administrative Coordinator plays a key role in supporting the daily operations of NCI through event coordination, academic scheduling, and administrative functions. This position requires strong communication, organizational, and problem-solving skills to work effectively across departments and with external partners.
Event Planning & Facility Coordination
• Coordinate all aspects of internal events and external lecture hall rentals, including scheduling, catering, setup (tables/chairs), AV needs, and staffing.
• Create and update procedures to ensure consistent and efficient event execution.
• Collaborate with the marketing team to promote events and rentals.
• Provide onsite support during large or significant events to ensure smooth operations.
Academic & Community Scheduling
• Schedule classes each semester with partner institution faculty and program directors using Microsoft Outlook.
• Work with IT and Security to arrange technical and facility needs for classes and meetings.
• Manage scheduling requests for nonprofit and community organizations.
• Maintain up-to-date academic calendars and ensure alignment with partner institution schedules.
Data Entry & Calendar Management
• Track facility usage and enter data into internal databases.
• Maintain calendars of key academic and partner events.
• Assist with collecting data for reporting, planning, and grant opportunities.
Administrative & Team Support
• Support performance management by setting expectations, providing feedback, and assisting with evaluations.
• Delegate tasks to staff and support their growth and workload balance.
• Document and address performance issues as needed.
Minimum Qualifications
• Strong organizational, interpersonal, and communication skills, both written and verbal.
• Attention to detail and ability to manage multiple responsibilities and deadlines.
• Experience working with diverse individuals and teams, including academic partners.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and presentation tools.
• Ability to maintain data and contribute to reporting or documentation efforts.
• Demonstrated initiative, problem-solving skills, and a customer service mindset.
• Familiarity with administrative coordination, scheduling, or event logistics is helpful.
• Ability to learn and apply policies and procedures effectively.
• Comfortable facilitating small group meetings or trainings.
• Willingness and availability to work occasional evenings or weekends to support events.
Additional Considerations
Experience with event coordination platforms, audiovisual technology, or advanced scheduling systems beyond standard Microsoft Office applications.
• Proven ability to adapt quickly to changing priorities and manage multiple demands in a dynamic, fast-paced environment.
• Strong collaborative skills with experience supporting cross-functional teams and coordinating communication among diverse internal and external stakeholders.
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
State employees who have been affected by Policy 1.3 Layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card) must submit the card BEFORE the closing date for this position. The card may be scanned and attached to the application. Please include your name and the position number of the fax cover sheet. Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please call 804-225-2131 for assistance. AMERICORPS, PEACE CORPS, AND OTHER NATIONAL SERVICE ALUMNI ARE ENCOURAGED TO APPLY.
Contact Information
Name: Diana Pace
Phone: 276-403-5627
Email: dpace@newcollegeinstitute.org
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.