Institutional History Museum and Galleries Events Assistant

This position primarily coordinates, implements, and facilitates special event rentals in the Department of Institutional History Museum and Galleries. This outward-facing role involves working closely with visitors, campus partners, event organizers, and museum staff and requires strong customer service, attention to detail, adaptability, and the ability to work effectively in a team-oriented environment.

Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.


Essential Functions:

• Serve as the primary facilitator for internal and external rental events in the department’s museums and galleries. This includes receiving and processing event requests, submitting approvals through 25Live, and maintaining departmental calendars and event records.
• Assists event organizers, campus partners, the Office of Public Safety, and the W&L Special Events team to coordinate event logistics, confirm staffing arrangements, and ensure required approval forms and checklists are completed.
• Coordinate with the Institutional History Museum and Galleries (IHMG) team to establish Museum Visitor Attendant coverage and communicate Chapel closures or changes to operating hours.
• Ensure museum policies and procedures are followed during events and serve as the on-site point of contact for event organizers, addressing questions or issues as they arise.
• Periodically review and implement improvements to departmental rental processes to ensure alignment with University policies, departmental procedures, and campus partner requirements.
• Maintain records and statistics related to rental use of the department’s museums and galleries and coordinate associated reporting.
• Provide on-site support during public hours at IHMG when Museum Visitor Attendants are unavailable, serving as the primary point of contact for visitor and operational needs. Assist with on-site operations, including opening and closing museum sites and providing coverage on Saturdays.
• Assist with the physical setup and breakdown of spaces for external reservations at IHMG.
• Perform other duties as assigned.
  

Work Schedule: Shifts are available based on Institutional History Museum and Galleries needs, which can consist of day, evening, and weekend shifts. Saturday daytime attendant coverage will be required This is a part-time, non-benefit eligible position with a maximum of 29 hours per week and fewer than 999 hours per anniversary year.

Pay Rate: The hourly pay for this position is $19.50.

Minimum Qualifications:

• A high school diploma or equivalent is required (Associate’s Degree preferred)
• Experience working in hospitality, public schools, museums, galleries, event management, or academic institutions is preferred.
• Proficiency in Outlook, Microsoft Teams, and 25 Live Event Management system or comparable event management software.
• Experience with events management and coordination preferred.
• Must be able to work on weekends and evenings as needed for events.
• Must be detail-oriented, have the ability to multi-task, and possess strong organizational and communication skills.
• Must be a self-starter and have the ability to work independently and in a professional, discrete, and courteous manner with staff and clients.
• Should be able to manage multiple projects, priorities, and deadlines. Must be able to work in a fast-paced environment and remain calm and effective during high-stress situations.
• Must be able to respond to security or emergency situations calmly and with good judgment.

Application Instructions:  

Review of applications will begin immediately and continue until the position is filled. Required materials include:

•    Cover letter
•    Resume
•    Names and contact information for three professional references

Application instructions for internal and external candidates can be found at: http://www.wlu.edu/employment-opportunities



Non-Exempt, Part Time, Non-Benefit Eligible


Washington and Lee is an Equal Opportunity Employer seeking candidates committed to high standards of scholarship, performance, professionalism, and to a welcoming campus community. Job description requirements are representative, but not all‐inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.