The Events Coordinator will support the event planning teams on assigned events and program management of University Programs and Events in the Office of the President. The incumbent will be required to demonstrate a high-level of customer service via all communication channels (email, phone, and in-person), exercise independent judgment, confidentiality and function with minimal supervision in a fast-paced environment.
Supports UPE's annual portfolio of events, including World Leaders Forum and Commencement.
Under the direction of senior staff, provides event planning and coordination support, including logistics, venue, guest management and onsite arrangements. Responsible for ongoing evaluation of event materials.
Responsible for registration management. Creates and uploads registration lists and links, downloads, sorts and compiles registration data for use at events and programs and provides regular updates to planning teams. Anticipates and prepares the registration and supply needs for events.
Maintains systemized processes and procedures and suggests improvements for tracking RSVPs. Establishes and builds relationships with key stakeholder offices. Manages content updates and suggests improvements for the Office of the President database.
Responsible for all aspects of customer service for UPE, including answering and monitoring event related phone lines and email, and drafting and adapting FAQs. Manages on-site check-in, proactively providing information to guests and participants. Provides professional customer service to event participants, vendors, event phone lines and inboxes.
Responsible for post-event wrap up tasks such as archiving event photos, and collateral materials, capture data for analysis and reporting. Captures post event reflections for future learnings.
Responsible for the on-going updates of the vendor databases.
Responsible for executing on-campus, external mailings and digital invitations as they relate to assigned events.
Researches technologies and best practices trends on registration and event software platforms.
Assists the Director and Associate Directors with special projects. Provides project support and liaison functions for the rest of the team as required.
Additional duties as assigned.
Bachelor's degree and/or its equivalent required.
Minimum of two years event production experience preferred. Experience in a university, major cultural institution or other comparable environment is desirable.
MS Office Proficiency. Must demonstrate outstanding interpersonal skills and the ability to work in a fast-paced environment while maintaining a calm and professional demeanor. Excellent professional interpersonal and communication skills required, both written and verbal. Ability to handle multiple tasks and meet deadlines under pressure and with accuracy is required. Exceptional organizational skills with the ability to exercise a high degree of diplomacy, discretion, collaboration and problem solving required. Highly detail oriented with exceptional organizational skills. Confidentiality and discretion are required. Some evening and weekend work required.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 503560
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.