4-H Event Support Coordinator - Division of Land-Grant Engagement/WVU Extension

The Division of Land-Grant Engagement at West Virginia University is currently accepting applications for a 4-H Event Support Coordinator.

About the Opportunity

This position provides administrative and logistical support for state-level 4-H Youth Development programs and events under the direction of assigned faculty and supervisors. Responsibilities include coordinating event planning, registration, vendor services, and communications to ensure the successful delivery of programs and compliance with organizational standards.

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 (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

• Coordinates state-level 4-H Youth Development (4-HYD) events and activities under the direction of the 4-H event leadership teams. Responsibilities include assisting with event planning and budgeting, contracting vendors, arranging meeting facilities, managing setup requirements, processing billing, and supporting registration. Provides exceptional, human-centered service to participants and volunteers, troubleshooting registration issues and helping de-escalate challenging situations when needed. Communication outside normal working hours may be required to accommodate participant schedules.
• Provides exceptional, human-centered service by engaging empathetically with external constituents and internal faculty, staff, and volunteers across multiple channels. Demonstrates strong written and verbal communication skills, empathy, and patience in all interactions.
• Assists internal and external users with event registration through the registration management system (ZSuite), offering empathetic and patient support to resolve technical issues and ensure a positive experience.
• Works with faculty, staff, volunteers, participants, and families to share information and recruit for upcoming state events and activities, using clear and professional written and verbal communication.
• Coordinates and organizes the calendar of events for the 4-HYD program unit.
• Assists Extension faculty, staff, and statewide initiatives with events and activities as needed, including large-scale organizational events such as WVU Day at the Legislature, 4-H Shooting Sports events, State Fair of WV, Annual Meeting, and other WVU Extension events. Collaborates closely with event directors, event leads, and the 4-HYD Camping Specialist.
• Supports volunteer and young adult vetting processes for state events and activities, including communication, collection of information, confirming dates, and ensuring compliance with youth protection guidelines.
• Coordinates WVU 4-H's participation in National 4-H related events under the direction of 4-H unit leadership, including dissemination of information to counties/participants, securing chaperones, oversight of the application process, budgeting, supporting fellowship/educational efforts, logistics, and communication between state and National event liaisons, as well as county colleagues and families. Attends National events in the state contact role when appropriate.
• Works closely with the WVU Extension recruiter to promote WVU-based events such as 4-H Football, Basketball, Soccer, and Baseball Day and explore recruitment opportunities during state 4-H events.
• Manages budgets for state 4-H events, under the direction of event leadership teams, WVU Extension Office of Business Operations, and WVU Shared Services. Responsibilities include invoicing, purchasing, deposits, event payments, vendor payments, financial records, scholarship funding, and related financial processes.
• Acquires resources and supplies needed for program events, at the direction of the event leadership teams, and assists with post-registration and event wrap-up, including updating organizational materials.
• Identifies process needs and communicates observations to supervisor and 4-H event leadership teams for consideration.
• Attends on- and off-campus meetings as requested and reports back on issues of importance related to events and activities. Serves on committees, working groups, and task forces as directed. Participates in professional development sessions related to this position.
• May supervise student workers or student volunteers, as opportunities arise.
• Monitors and analyzes event data to assist in event strategy and implementation. Develops and distributes charts and information as requested by event and recruitment teams.
• Travels as needed to participate in event registration and check out as determined on an event-by-event basis. Will assist in implementing registration and checkout processes as directed by the event leadership team.
• Performs related duties as assigned or as directed.

• Bachelor's degree in a related field
• A minimum of two (2) years of experience in the following:
  • Working in an administrative capacity and/or support of events and activities
• Any equivalent combination of related education and/or experience will be considered
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• 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 the relative importance of each, set deadlines, and complete projects in a timely manner.
• Solid familiarity with a demonstrated competency in using a personal computer and related software packages, including word processing, database management, and web design.
• 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.
• Demonstrated ability to work independently.
• Ability to work evening and weekends

Preferred Qualifications

• Experience in 4-H or Extension programs.
• Experience coordinating and organizing events and activities.
• Experience in higher education.
• Experience in customer service.
• Knowledge of WVU related systems.

• Valid Driver's License

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.