Democracy360 Project Manager

The Karsh Institute of Democracy seeks a highly motivated and detail-oriented Project Manager to support the planning and execution of Democracy360, a flagship event designed to engage diverse audiences in discussions and activities that explore the state and future of democracy. Democracy360 will be held October 15 - 17, 2025, in Charlottesville, VA.

The Project Manager will work across multiple domains, including project management and event platform development. This position requires exceptional organizational skills, strong attention to details, and the ability to manage data and analytics.

Key Responsibilities:

Project Management:

• In close collaboration with the Director of Programming, develop and execute the project plan for D360, ensuring all stakeholders are kept updated.

• Create and manage detailed project timelines, milestones, schedules, and calendars, ensuring on-time execution of all D360 components.

• Coordinate between the communications, programming, operations, and finance teams to make sure the core planning team is aligned on project milestones and deadlines.

• Manage the D360 budget, tracking expenses and ensuring financial accountability across all project elements.

• Generate and distribute progress and monitoring reports to stakeholders.

• Oversee on-the-ground coordination during event days to ensure seamless execution and address real-time needs.

Event Platform Management:

• Build, configure, and manage event registration pages and related workflows on the Cvent platform.

• Manage attendee lists and data within the Cvent platform and generate attendee reports for internal and external stakeholders.

• Generate and analyze reports to track attendance, engagement, and other key metrics.

• Monitor event registration and provide regular updates to the team.

• Serve as the primary point of contact for Cvent-related technical support during the event planning process and day-of.

• Assist with on-site registration and check-in processes, leveraging Cvent tools as needed.

Speaker Engagement and Tracking:

• Manage communication and logistics with event speakers, panelists, and moderators.

• Draft briefing materials, itineraries, and other documents and send to speakers and other stakeholders.

• Gather, edit, and organize speaker headshots and bios, in coordination with the communications team.

• Gather and track speaker-related travel and accommodation needs and communicate them to the event planner.

Other Duties:

• Manage and track staffing and volunteer schedules, as well as provide training to ensure smooth execution on the day of the event.

• Support additional projects and tasks as assigned to ensure the success of Democracy360 and related initiatives.

Minimum Qualifications:

• Bachelor's degree

• At least four years of experience. Relevant experience may be considered in lieu of a degree.

Preferred Qualifications:

• Bachelor's degree in a relevant field such as political science, public administration, or communications.

• Experience in higher education, nonprofit, or civic engagement initiatives.

• Familiarity with large-scale events or conferences is preferred.

• Proven experience in project management, event planning, or audience engagement.

• Experience with or willingness to learn the Cvent platform, including registration, reporting, and communications.

• Strong project management and organizational skills with an ability to handle multiple tasks and deadlines.

• Strong organizational and multitasking skills with attention to detail.

• Demonstrated proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.), including a willingness to become proficient Microsoft OneDrive and Teams. Experience with Excel is a plus.

• Excellent written and verbal communication skills.

• Ability to work collaboratively in a fast-paced, dynamic environment.

• Contributes to a work climate where differences are valued and supported.

• Experience in an academic environment and knowledge of academic culture and norms.

• Proactive disposition and professional and positive demeanor.

• Proven ability to work under pressure and meet tight deadlines.

• Demonstrates adaptability and a proactive problem-solving mindset in dynamic environments.

• Commitment to the mission of the Karsh Institute.

Review of applications will begin in February 2025. The position will remain open until filled. Applications will be reviewed on a rolling basis until the position is filled.

This is a restricted full-time position with an early March 2025 start date and end date of December 31, 2025.The anticipated hiring range is $60,000 - $65,000.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.