Reporting to the Director, CC Events Management for the Office of the Dean of Columbia College, the Associate Director coordinates specific aspects of large-scale and high-level events that build an engaged and connected community of students, staff, faculty, families, and alumni on behalf of Columbia College and Columbia Engineering. At the discretion of the Director, the Associate Director will assist with the planning and execution of a portfolio of events including, but not limited to: Family Orientation and Convocation, Family Days, Homecoming, Reunion Weekend, the Alexander Hamilton Award Dinner, the John Jay Awards Dinner, Legacy family events and various other College events.
Work with volunteers, honorees and staff of Columbia College units and departments on planning high-impact experiences for annual fundraising gala(s); including logistics, budgeting, and management of alumni and/or corporate sponsorship in conjunction with key partners in Alumni Relations and Development.
In partnership with the Director, liaise with all College and Engineering units to support the planning and implementation of programming for Homecoming, Class Day graduation, and Reunion Weekend. Coordinate logistical needs for specific Reunion classes, including working with internal and external vendors, in order to continually evolve these signature College and Engineering events.
In coordination with Family Support and Outreach, support the planning and implementation of Family Orientation and Family Days, which includes, but is not limited to programming and presentation logistics, schedule coordination, catering, staffing, space reservations, and entertainment.
Provide consultation to student leaders of Columbia College and Columbia Engineering in the planning of signature class-based events, including, but not limited to Senior Dinner, Senior Toast, Winter Festival, etc.
Manage logistical planning and preparation including but not limited to: venue and vendor selection, food and beverage service, audio/visual needs, hiring and supervising temporary technical and events personnel, tracking event registrants/sponsors, preparation and dissemination of event materials, and appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the various constituents.
Lead on-site production of events for which incumbent is the lead. Responsible for positive guest experience, overseeing catering and talent/entertainment, managing the run-of-show, working with audio/visual to ensure timely program execution, and directing live program and speakers.
Responsible for managing expense budgets, creating and following planning timelines, tracking invoices, financial reports, and determining staffing needs. Complete wrap-up of projects promptly, keeping organized records.
Work with Director to conduct post-event analysis in order to suggest future changes and identify opportunities for cost savings.
Cultivate areas of opportunity for collaboration with colleagues, including board relations and support to student and young alumni programming.
Work with the Communications and Marketing team and external vendors on the development of printed and digital materials including invitations, programs, and related promotional tools.
Support various Office of the Dean units and other College and Engineering departments in providing event-specific content to unit websites as well as inclusion of event-related information in unit communications.
Manage vendor relationships, communication, and contracts; work closely with finance and administration teams to adhere to University financial policies, procedures, and protocol.
Stay up-to-date on related policies and procedures, and assist with ensuring that purchasing guidelines are followed.
Develop event planning expertise, especially as it pertains to using Columbia University space and internal vendors.
Build and maintain databases of information and resources for event planning and recommend vendors (caterers, florists, printers, promotional items, etc.) and appropriate venues and space to colleagues.
Perform other related duties and special projects as assigned.
**Applications received without a resume and cover letter will not be considered.**
Bachelor's degree or its equivalent required.
A minimum of 3-5 years of related experience required.
Management training and/or supervisory experience required.
Excellent interpersonal and oral and written communication skills required.
Must be skilled at developing strong relationships with both internal and external partners.
**Position requires frequent evening and weekend assignments.**
Experience in a university, major cultural institution or other comparable environment is desirable, as is events experience in a university or other complex not-for-profit environment.
Strong project management skills, organization, and computer skills essential.
Successful candidates will have a demonstrated ability to handle multiple projects with competing deadlines and objectives, and the ability to work both independently and as part of a team.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 504891
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.