Special Events Coordinator

The Special Events Coordinator devises and runs exceptional events, meetings, and multimedia shows (live and video) in collaboration with various departments throughout SUNY College of Optometry. Key events may include, but are not limited to, Commencement, Eyes on New York, White Coat Ceremony, Capstone, Orientation, Envision, and Resident’s Farewell. Each event requires different levels of support from ranging from identifying vendors to full execution. This role serves as a resource for project management, concept design, planning, logistics, sourcing vendors, and execution of a variety of activities working with a team of colleagues. This person is expected to effectively communicate across multiple teams and take initiative to efficiently execute the responsibilities of this position. Specific duties & responsibilities: Ensure planned events meet their objectives and deadline, advance the College’s strategic plan, and positively position the College to both internal and external audiences through planning and organization, stakeholder communication, collaboration, and outcomes. The Special Events Coordinator reports to the Vice President for Institutional Advancement. Administration: • Review and document policies, procedures, resources, and best practices necessary to assure the smooth planning and execution of a variety of events. • Assist as needed with design, planning, logistics, communications, and execution in conjunction with appropriate teams and serving as project manager. • Working with purchasing office and in consultation with the Leadership team, develop a list of preferred vendors and venues to support catering, flowers and décor, supplemental a/v, and other event support services. • Oversee and assess quality of catering services and other suppliers for consistency of orders and services. • Collect data including RSVPs for monitoring and reporting of metrics such as attendance, drop-off rate, and ROI as well as for follow-up post-event. • Coordinate marketing and communications for appropriate audience development. • Develop and disseminate an ongoing Master Calendar of events ensuring appropriate events are published on website and dates are coordinated with the building reservation calendar maintained by the VP for Administration and Finance. • Prepare cost estimates during planning process, cost-analysis post-event, and other event reports or briefings as needed to inform departmental coordinators who are responsible for securing the budget for each event. Events should remain within specified budget. Event Planning, Coordination and Execution: • Working with Vice Presidents or their designated staff, provide support and coordination for special events, multimedia shows, conferences, retreats, and activities throughout the year. Levels of support required will vary from event to event. • Serve as resource for event budget, vendor/venue selection, timeline, logistics, and marketing to ensure objectives and deadlines of each event are met. • Collaborate with facilities to ensure the integrity of the on-campus spaces and the overall comfort and safety of attendees at meetings and events. • Create, share, and facilitate room set-up and décor placement. Arrange seating as needed. • Oversee, as appropriate, catering orders, obtaining appropriate licenses, permits, or certificates of liability insurance, catering set up and clean up, consistency with State, SUNY and College policies. • Coordinate with IT to identify technical and/or media needs for event and schedule accordingly if needed. • Assess and troubleshoot potential problems that may arise prior or day of the event. • Coordinate campus-wide with key departments by using [email protected]. • Maintain working knowledge of the needs of a wide variety of events. Key Skills • Strong organizational skills including goal and deadline orientation; ability to work on multiple projects simultaneously • Exceptional communications skills; ability to articulate ideas and concepts easily as well as integrate others suggestions • Self-starter who works well within a team and can provide high level of customer service • High energy, yet presents a sense of calm during peak planning and execution times • Problem-solver who looks for solutions and scenarios that advances the agenda • Knowledge of software and cloud-based tools such as Word, Excel, and PowerPoint, Cvent, Event Bright, and social media • Experience with planning events/shows, hospitality, food service, or other similar activities preferred • Ability to use Photoshop, Canva, or similar tools a plus. To view the College’s Annual Security Report visit https://www.sunyopt.edu/offices/university_police/asr The State University of New York College Optometry is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or retaliation. Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at [email protected].