Events Coordinator

26-Feb-2024

Department of Applied Physics - Quantum Institute

86550BR

University Job Title

Events Coordinator

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

17 Hillhouse Avenue
New Haven, CT 06511

Position Focus:

The Yale Quantum Institute is the quantum science flagship of Yale and executes the vision of the university for quantum science. Spanning 5 Yale departments and 26 research groups (around 350 researchers and enrolled students), the institute facilitates the research and teaching of quantum science on campus. In addition to be an active meeting space requiring precise coordination to ensure smooth day-to-day operations (~ 320 meetings a year), YQI runs more than 70 public quantum-related events during the year. These events can be as simple as a 1-hour seminar talk or as complex as a multi-day international conference. Additionally, YQI runs an active science outreach program, an artist in residence program, and a summer program.

Reporting to the Institute Manager, the Event Coordinator will plan, organize, coordinate and facilitate assigned events. Responsible for a wide range of logistical and operational tasks related to planning special events for the Yale Quantum Institute. Additionally, the Event Coordinator will be the administrator support for the 5 research groups resident at YQI. Duties will include expense reports, trip booking, postdoc hiring, potential visa applications, and other duties as assigned.

Due to the nature of the work, this position is 100% on campus. A few numbers of the YQI events will occur during evenings and weekends (~5 times a year), and will require the event coordinator to be able to work during the events with advance notice, and flexible schedule to ensure a regular work day (no overtime required).

Essential Duties

1. Designs, coordinates and oversees the logistical and high level administrative support needs of multiple, complex, and widely distributed educational events, conferences and/or other events. 2. Serves as principal source of information to students, staff, and faculty on event activities. 3. Coordinates with vendors to negotiate costs and determine requirements of renter in regard to technical, security and/or other requirements. 4. Designs and prepares various marketing materials. 5. Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records. 6. Serves as liaison with vendors on event-related matters. Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events. 7. Oversees, instructs, and coordinates activities of support staff. 8. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little of no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Proficiency with MS Office Suite, Zoom/Teams and Workday required. Notions in Adobe Creative Cloud Suite (especially Photoshop and InDesign) and website editing (Drupal and HTML) preferred, but training/templates will be provided.

Required Skill/Ability 2:

Demonstrated ownership of projects, initiative, problem solving, and independence.

Required Skill/Ability 3:

Proven event planning experience with creativity and desire to improve and make events truly special.

Required Skill/Ability 4:

Interest in science required. Notions of quantum physics (broad general public level) or interest to learn is appreciated.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus