Events and Operations Manager

Details

Posted: 16-Mar-24

Location: New York, New York

Type: Full-time

Salary: Open

Categories:

Staff/Administrative

Internal Number: 542498

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $66,000 - $70,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.
 

Position Summary

The Opportunity: 

University Life is a central division that works with Columbia???s 17 schools and colleges and serves as a student life hub. We are committed to promoting a diverse and inclusive campus culture where students can thrive in all dimensions of their lives. We focus on connecting students to each other, to the broader University and surrounding community, and to opportunities beyond their schools.

University Life was created to develop and enhance the student experience at Columbia University. Working in collaboration with students, faculty, and staff, University Life focuses on enhancing the student experience by strengthening resources, policies, and conversations, and building community outside of the classroom. Our efforts all connect to core values for the Columbia community:

• Inclusion and belonging

• Health and well-being

• Sexual Respect

• Community Citizenship

Position Overview: 

Reporting to the Associate Director of Operations, the Manager of Events and Operations will provide full oversight to ensure all events are delivered in accordance with the division???s standards for quality and consistency.  The Manager of Events will focus on supporting all student events placed in University Life spaces. The Manager is expected to help create a pleasant environment and experience for all CU affiliates, clients and guests, etc. The Manager of Events and Operations will provide on and off-site supervision for all supported events and make recommendations for improving services and events policies and procedures across the division.

Responsibilities

• Manages and supports all student events held within University Life-managed spaces, including all associated tasks (work order tickets, email/system, Events Management Software (EMS) confirmations, etc.).
• Represents University Life and the events team when liaising with organizers (e.g. student groups, schools, administrative offices, etc.) interested in hosting events in University Life-managed spaces as directed by the Associate Director or other senior staff. Assists the Associate Director with the coordination and management of key events including supporting clients and organizers in ascertaining catering, room setup, AV needs, booking spaces and outreach to relevant campus partners (e.g. CEM, Facilities, CUIT, Public Safety, etc.). 
• Reviews and manages all online requests from EMS, the University???s event scheduling platform; 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 University Life???s event-related policies and procedures. 
• Performs key tasks to support EMS, required to optimize its functionality and user experience; tasks include:
  • Ensuring that the system is set up properly for all users
  • Creates user accounts
  • Ensuring that all data is up to date and accurate.
  • Liaises with the Office of the Registrar on class placement and updates to classroom usage. Ensures smooth transition of class schedule between semesters.
  • Compiling and analyzing data for reporting purposes.
• Provides or coordinates on-site support during the event set-up and the event itself, as directed by the Associate Director. The Manager must be prepared to provide on-site support on nights and weekends if necessary. Collaborates with campus partners to ensure accurate logistical support. This includes but is not limited to placing work order requests for event-related components (custodial cleaning, furniture installation, additional electrical needs, assembling steps and repeats, etc.) and documenting timelines such that the Facilities 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. 
• In collaboration with the Associate Director and other events personnel, manages relevant campus partner meetings: event reviews, calendaring, developing the agenda, disseminating necessary materials, taking notes, and facilitating follow-up as necessary.
• Works closely with the Director of Finance, Facilities, and Operations to support and manage facilities-related tasks and responsibilities, including site visits, walk-throughs, work orders, meeting with campus partners, etc.
• Coordinates walkthroughs of event space and classroom space to identify correct capacities determine necessary maintenance, and place work orders accordingly. Assists the events team staff with the development and implementation of appropriate processes and guidelines for events. Answers correspondence sent to the events team's general email and other emails administered by the events team as needed. Manages the 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.
• Supervises student/event associates and manages the building staff schedules, including events calendar.
• Serves as backup to the Associate Director of Events and Sales.
• Other duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent experience in Events Management required.
• 3-5 years related experience.
• Impeccable attention to detail. 
• Strong oral and written communication skills.
• Experience with managing events in a University setting.
• Ability to manage multiple priorities in a fast???paced environment and work independently.
• Experience with Microsoft Word, Excel, and PowerPoint.
• Ability to provide on-site support on nights and weekends if necessary.

Preferred Qualifications

• Experience with EMS (Events Management Software) is a plus.
• Experience working in higher education or non-profit organizations.
• The right candidate is patient, solutions-oriented, and enjoys working with others to build community.  
• Exercises sound judgment and maintains a sense of humor and enjoys working in a dynamic environment.

Equal Opportunity Employer / Disability / Veteran

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

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About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.
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