CUNY Client Services and Event Coordinator (Administrative Events Coordinator) in New York, New York

POSITION DETAILS

The Graduate Center, CUNY is the focal point for advanced teaching and research at The City University of New York (CUNY), the nation's largest urban public university. With over 35 doctoral and master’s programs of the highest caliber, the Graduate Center fosters pioneering research and scholarship in the arts and sciences and prepares students for careers in universities and the private, nonprofit, and government sectors. The Graduate Center’s commitment to research and scholarship for the public good is exemplified by its more than 30 centers, institutes, and initiatives, including its Advanced Science Research Center (ASRC), a 200,000 square-foot facility in upper Manhattan, designed to promote collaboration among scientists in five areas of global research and innovation: nanoscience, photonics, structural biology, neuroscience, and environmental sciences.

The Graduate Center (GC) benefits from highly ambitious and diverse students and alumni—who in turn teach hundreds of thousands of undergraduates every year. Through its public programs, the Graduate Center enhances New York City’s intellectual and cultural life.

Charged with shaping and enhancing the GC’s messaging and reputation, the Communications Division produces strategic and tactical communications plans, and print, digital, video, and social media assets in support of institutional goals. In addition, the Communications team prepares marketing materials including reports and data summaries, and event and targeted meeting materials for senior leaders including the President, Provost, Deans, Vice presidents and campus partners. The team also supports the GC’s external relations efforts including engagement with city, state and federal elected officials.

As a key member of the Communications and Public Affairs team, the Client Services and Event Coordinator will report to the Vice President for Communications and Public Affairs and help develop and execute the GC’s annual engagement and external relations program. This program seeks to advance the GC’s mission and goals through collaborative and beneficial relationships with all levels of government, business, nonprofits, alumni and community-based partners.

The Client Services and Event Coordinator will perform administrative duties that will help ensure the effective and efficient execution of the Department’s strategy. Responsibilities will include supporting and assisting on special projects and with events including event logistics and scheduling, developing letters, invitations, guest lists and other key communications tools for divisional activities. S/he will also provide essential support to the Office of the President. The Coordinator will occasionally provide event support outside of normal business hours which will be scheduled in advance.

Responsibilities include but are not limited to:

  • Provides support for GC special events and engages in event planning connected to public programs, special events and cultivation activities.

  • Assists in coordination of all pre-event planning and event logistics including invitation and invite lists development, space rental, catering, travel planning, and on-site implementation.

  • Manages guest list and RSVP list.

  • Coordinates procedures for event operations and assists with strategy development to ensure seamless execution of all events.

  • Coordinates event activities including event setup, logistics, timelines and schedules, and post-event follow up.

  • Coordinates with the Associate Director for Education and Outreach on all planning related to the opening of the GC’s new Education Center at the Advanced Science Research Center (ASRC) including the development of guest lists, roll out strategy and opening activities.

  • Assists in the planning and execution of tours, special programs, and events for the GC and ASRC.

  • Supports the Office of the President for alumni outreach activities and communications.

  • Provides operational support for the Office of the President as requested.

  • Supports government relations activities.

  • Serves as a liaison with the Offices of the President and Institutional Advancement for coordination of receptions tied to public programs; helps coordinate donor/prospect engagement.

  • Supports CUNY Board of Trustees engagement as well as donor/prospect engagement as it relates to commencement, convocation and public programs.

  • Supports external partnership engagement.

  • Attends events as a GC representative when assigned or as needed.

  • Serves as a liaison with program participants and special guests as appropriate.

  • Manages vendors and on-site events staff; assesses event results, including audience attendance and breakdown of cost.

  • Performs other related duties as assigned.

QUALIFICATIONS

Bachelor's Degree required.

A preferred candidate should have:

  • Excellent customer service skills.

  • Strong work ethic, high degree of professionalism, and personal integrity.

  • Excellent verbal and written communication skills.

  • Excellent interpersonal skills.

  • Strong attention to details and excellent organizational skills.

  • Ability to work with colleagues effectively and proactively;

  • Ability to work with advanced telecommunications systems.

  • Ability to work collaboratively within a team-based environment.

  • Advanced proficiency with Microsoft Office Suite.

  • Experience supporting a public university or college president.

  • Ability to work outside of normal business hours.

  • Project management experience.

  • Previous experience with fundraising.

CUNY TITLE OVERVIEW

Assists in planning, preparing for, and executing special events of various kinds.

  • Assists in logistical and program planning for seminars, conferences, and special events.

  • Represents unit to internal and external organizations and vendors, handling many inquiries independently.

  • Organizes correspondence, accounts, contracts, and billing for all events.

  • Creates and distributes marketing communications and materials; create and distribute any required event materials.

  • Coordinates invitations, reservations, and ticket arrangements as needed; manages travel arrangements and/or special guest requirements.

  • Assures technology and equipment are available as needed and operate properly.

  • Collects information to evaluate program/event success, and report results to management.

Job Title Name: Administrative Events Coordinator

CUNY TITLE

Assistant to HEO

FLSA

Non-exempt

COMPENSATION AND BENEFITS

Salary commensurate with education and experience.

CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.

HOW TO APPLY

Click on "Apply Now" below which will bring you to the registration screen. If you are a new user, you must register to apply. If you already have a user ID, please use your existing ID to apply. Make sure to upload a cover letter, resume, and contact information for three (3) professional references (name, title, and organization). Please upload all documents in Word or PDF format.

CLOSING DATE

October 24, 2018

JOB SEARCH CATEGORY

CUNY Job Posting: Managerial/Professional

EQUAL EMPLOYMENT OPPORTUNITY

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.

Job Title: Client Services and Event Coordinator (Administrative Events Coordinator)

Job ID: 19035

Location: Graduate Center

Regular/Temporary: Regular