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Events Coordinator

Columbia University – New York, NY

  • Requisition no: 500386
  • Work type: Full Time
  • Location: Morningside
  • School/Department: School of Professional Studies
  • Grade: Grade 11
  • Categories: General Administration, Other
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range:

Position Summary

Reporting to the Associate Director of Events Management, the Events Coordinator is responsible for supporting the Associate and Assistant Directors in the planning and implementation of a broad array of internal and external facing non-academic events in the following areas (as assigned): Academic Affairs (i.e. masters and non-degree programs), Student Affairs (i.e. Student Life and Career Design Lab); External Affairs (i.e. Alumni Affairs and Development); and the Office of the Dean.

S/he will assist in completing all administrative activities in the event planning pipeline, as well as assisting with the implementation of events and programming. S/he will work closely with relevant stakeholders, vendors, and partners as needed and creating an optimal client experience through high-level customer satisfaction. This includes, but is not limited to: administrative support; liaising with internal and external vendors; event calendaring and promotion; tracking of event information and attendees; production of event materials and signage; on-site event management and support; and post-event data and materials reconciliation.

Responsibilities

Provide support for events and programming (90%)

  • Under the supervision of the Associate Director of Events, assist in the planning and implementation for programming ranging from small-scale gatherings to high-profile, large-scale and impactful events
  • Manage the pre-event implementation and execution of small-scale events, as needed
  • Track event details in shared event planning tools (i.e. Google and Smartsheet)
  • Research date and location availability, booking on/off campus space as needed
  • Develop registration pages, create and manage RSVP lists, and communicate with stakeholders providing periodic progress reports
  • Provide on-site management and support for events across the portfolio, ensuring accurate and complete execution of all event logisticse.g., facilitate event setup and breakdown; triage onsite logistical problems and liaise with vendors, volunteers, and administrators; ensure adherence to branding standards (i.e. determine location for standing banners, podium signs, step-and-repeat, etc., to be used for live streaming and photo opportunities); post signage and audience release waivers; and facilitate and manage check-in processes and protocols; and other event implementation roles as assigned
  • Manage event promotion via internal and external calendars, ensuring timely and accurate data entry of related activities
  • Track and manage event related RSVP data, and create event related collateral (e.g., name tags, tent cards, badges, etc.)
  • Manage the production of printed collateral and other materials, working closely with Columbia University Print Service and external vendors
  • Facilitate the development of event related swag, and track production and delivery
  • Establish relationships with internal partners to facilitate efficient event execution and assist with managing vendor relations
  • Ability to develop strong relationships with both internal and external partners, and interact with high-profile event stakeholders on occasion
  • Facilitate event related budget tracking and management
  • Provide informational resources to planning partners, as needed
  • Manage office and event related inventory and order supplies

Perform other duties and participate in related projects as needed (10%)

Minimum Qualifications

  • Bachelor s degree and/or equivalent related experience required
  • 2 years related experience

Preferred Qualifications

  • Experience in project follow-through, from conception to completion
  • Self-directed and motivated
  • Ability to change direction with skill and willingness when circumstances demand
  • Ability to anticipate event needs and respond accordingly
  • Ability to effectively communicate (both verbally and in writing) and collaborate with a diverse group of people serving in a variety of job functions
  • Familiarity with RSVP platforms and social media outlets

Other Requirements

  • Excellent interpersonal, oral and written communication and organizational skills required
  • Exceptional attention to detail and the ability to perform non-routine work with changing priorities and collaborating parties, while maintaining a high level of customer service and professionalism in a fast-paced environment
  • Computer literacy including proficiency in word processing, spreadsheets, Google Suite, and email required
  • Weekend and evening work required

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

Applications open: Jun 04 2019 Eastern Daylight Time
Applications close:

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