Associate Director of Internal Events - New York, United States - Columbia University

Description

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Salary Range: $69,000 - $100,000

Position Summary

Under the direction of the Director of Internal Events, the Associate Director ("AD") is responsible for the planning and coordination of logistical support from key departments for events and gatherings held on the Law School's campus, the Columbia University campus and offsite venues as required. The AD acts as a primary liaison with the Law School's constituents and external entities interested in organizing events, meetings, and gatherings. The AD is responsible for communicating and implementing the Law School's policies and procedures during the planning process; reserving space in EMS, the Law School's space management system; collecting and disseminating information needed to coordinate logistical support from fulfillment departments as noted above; coordinating appropriate on-site assistance to event organizers and/or the entities providing logistical support to the event; and providing excellent customer service as a representative of the Law School. The AD also takes on responsibilities and projects assigned by the Director that support the internal events team's strategy and operations. This position is fully on-campus and in-person and will require some work outside regular business hours (e.g. early morning, evening, weekends).

Responsibilities

The following duties and responsibilities apply when the AD is liaising with organizers of events, meetings, and gatherings, as well as serving as the internal event team's lead in the planning, coordination, and management for key internal Law School events, key events at both the Law School and Columbia University and offsite venues as required.

• Leads the planning, coordination, and management of key internal Law School events, key events taking place at both the Law School and Columbia University and offsite venues as required. Manages relationships with University venue managers, offsite venues, and vendors (e.g. catering, AV, etc.). Identifies event venues, solicits bids, manages vendor relationships and client communications, creates and negotiates contracts, and manages budgets for events taking place at the Law School and additional offsite venues. Prepares and communicates information as needed for the logistical support of the event, particularly from campus partners as noted above, as well as other vendors and entities involved with the event. Provides assistance to the Director with the coordination and management of key internal Law School events including supporting organizers (e.g. faculty members, research centers, administrative offices) in ascertaining catering, room setup, AV needs, booking spaces, and outreach to relevant campus partners (e.g. AV, Building Services and Public Safety). Reviews online requests from EMS, the Law School's event scheduling platform, and organizes outreach to event organizers as needed per the event space and services requests indicated on the online request form. Reserves space in EMS for events, meetings, gatherings, and courses. Provides assistance communicating the Law School's event-related policies and procedures. Performs key tasks to support EMS required to optimize its functionality and user experience. Create diagrams and memos as necessary. Manages the contracting and invoicing processes for any external rentals booked by the internal events team.
• Provides or coordinates appropriate on-site support during the event set-up and the event itself. The AD must be prepared to provide on-site support on nights and weekends, if necessary, and as requested by the Director. Ensures that the Law School is appropriately represented in any branded materials or other references to the Law School in any media, including posters and website/social media posts. Provides excellent customer service, acts as a thoughtful and considerate colleague, and represents the Law School to vendors and external parties. Collaborates with campus partners to ensure accurate logistical support. This includes, but is not limited to: placing work order requests for event-related components (furniture installation, additional electrical needs, assembling steps and repeats, etc.) and documenting timelines such that the Building Services team is aware of what is needed, holistically, for events that run concurrently and/or back-to-back in various campus venues. Maintains documentation for the planning and implementation of the event to allow for replication.
• Serves as a primary liaison with the event organizer for the internal events team. This liaising includes reviewing the goals and big-picture context of the event; clarifying the support that the internal events team offers and what the event organizer will need to marshal/coordinate outside of the internal events team; communicating the Law School's event-related policies and procedures that apply to this event; clarifying with organizers what they are responsible for, advising on the planning timeline & other logistical considerations; providing general advice and best practices; reviewing event needs as related to space coordination, set-up, and campus resources; and suggesting vendors and resources for needs that cannot be met by Law School resources. Convenes and participates in meetings to gather, synthesize, and disseminate information to coordinate the logistical support for the event, particularly from campus partners including AV, Building Services, and Public Safety as well as other vendors and entities involved with the event. Assisting the Director with the development and implementation of appropriate processes and guidelines for events. Answers correspondence sent to the internal events team's general email and other emails administered by the internal events team as needed. Manages the internal events team inventories of props, banners, furniture, and other items utilized during events; procuring additional items as needed. Supports strategic planning and analysis, including conducting research and preparing documents, presentations, and communications.
• Manages relationships with Building Services to ensure that events are set up and designed to match event organizer needs, as well as provide timely and succinct communication to Building Services on operational needs. In partnership with the Director, identify roles and responsibilities for other members of the internal events team, as needed, to support the event. Elevates matters to the Director as appropriate, including but not limited to any concerns, including around resource allocation & availability, so that appropriate measures and responses may be developed; and possible exceptions to policies. Supervises Internal Event Coordinator. Manages post-event debriefs as needed, making note of changes to procedures or plans for future events, as well as communicating suggested and required future adjustments to the organizer and logistical support partners. Other duties as assigned.

Minimum Qualifications

Bachelor's degree required. A minimum of three to five years of experience planning both small and large events is required, preferably in a higher education setting. Experience with spreadsheets, systems, and database management, and generally accepted programs and office equipment required. Technological proficiency and potential to learn new skills. Should possess tact, discretion, and the ability to work confidentially. The capacity to remain poised under pressure, be flexible, and deliver excellent, solutions-oriented, customer service. Experience collaborating closely with technical staff, such as A/V technicians. Demonstrated supervisory experience required. Must meet deadlines and follow through on details with accuracy and good judgment. The ability and willingness to work evening and weekend hours as needed.

Knowledge, Skills & Abilities:

Ability to act independently, but also collaboratively, with all constituencies.

Ability to organize work and follow through on details.

Excellent customer service skills and the ability to effectively communicate orally, in writing, and electronically.

The ability and willingness to provide event support, including hospitality at events, during business hours as well as outside usual business hours, as requested.

Understanding of an academic environment, working within the confines of a busy campus.

Ability to interact professionally in a service-oriented environment subject to frequently changing priorities that may require re-prioritization of daily operations.

Problem-solving skills, sound judgment, and ability to negotiate effectively.

Experience creating business plans, managing budgets and payments, and developing contracts is preferred.

Equal Opportunity Employer / Disability / Veteran

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