Details
Posted: 10-May-22
Location: New York, NY, 10176, USA
Salary: Open
Administrative Events Coordinator - CUNY Advanced Science Research Center
Job ID
22852
Location
Graduate Center
Full/Part Time
Full-Time
Regular/Temporary
Regular
POSITION DETAILS
The Advanced Science Research Center at the Graduate Center of the City University of New York (CUNY ASRC) elevates scientific research and education at CUNY and beyond through initiatives in five distinctive, but increasingly interconnected disciplines: environmental sciences, nanoscience, neuroscience, photonics, and structural biology. The CUNY ASRC promotes a collaborative, interdisciplinary research culture with renowned researchers from each of the initiatives working side-by-side with undergraduate and graduate students in the ASRC???s labs and core facilities, sharing equipment that is among the most advanced available. The CUNY ASRC also invites and collaborates with researchers from all CUNY campuses to take advantage of its facilities and resources to advance interdisciplinary scientific research across the University. Importantly, the CUNY ASRC also engages in K-16+ STEM education, including pipeline programs, workforce development, and outreach to the public to promote science literacy, engagement, and empowerment and advance science-based policy and STEM education in partnership with local public schools, community groups, and CUNY community and senior colleges. To learn more about the CUNY ASRC, visit www.asrc.cuny.edu.
The Administrative Events Coordinator will support the daily management of the ASRC???s events, including outreach, educational, and fundraising activities. They will also work closely with the Office of Communications and Marketing to promote ASRC???s activities via social media and other appropriate methods. The position will report to the ASRC???s Director of Operations. The incumbent???s duties include, but are not limited to:
- Schedules and supports major ASRC events, including seminars, symposia, conferences, workshops, receptions, VIP meetings, tours, and others, and manages a master events and room usage calendar, internally and on the web. These include events held at the ASRC, the Graduate Center, other CUNY and non-CUNY facilities and virtual events.
- Assists in planning events, including conceptualizing events that promote the ASRC???s vision and mission, preparing event agendas, timelines, and run-of-show schedules.
- Creates and maintains inventory of digital flyers, signage, emails, social media posts, webpages, calendar posts, invitations, and other promotional materials for events.
- Designs graphics and templates for promotional materials and format content.
- Coordinates catering and support services such as custodial, IT media services, and facilities requests needed for events, including setup of poster boards, tables, chairs, microphones, and other furniture and equipment. Helps to coordinate volunteers and other staff support for events. Ensures proper setup and breakdown of events. Troubleshoots and problem-solves issues in real-time as they emerge with support service teams.
- Updates internal mailing lists and databases, and manages event guest lists and registrations.
- Communicates with invited speakers, panelists, other participants, and attendees regarding event details and logistics. Assists with preparing speakers and other participants for events.
- Prepares and conducts post-event surveys.
- Collects and compiles data on events, such as attendance numbers and participant affiliations. Prepares and disseminates reports graphs, and presentations that summarize important information and statistics about the ASRC events.
- Assists with purchasing of event and communications-related subscriptions, materials, and supplies, and tracks expenditures against budget.
- Promotes an inclusive and equitable environment for all students, faculty, staff, and guests of the ASRC.
- Updates job knowledge by participating in educational opportunities.
- Performs other duties as assigned.
Candidates will be required to provide proof of being fully vaccinated against COVID-19 uponcommencing employment. Being fully vaccinated is defined for this purpose as being at least twoweeks past their final dose of an authorized COVID-19 vaccine regimen. Final candidates must befully vaccinated as of their first day of employment. Exemption (medical or religious) requests to thisrequirement will be considered in accordance with applicable law.
Until further notice, this is a hybrid position, eligible to work remotely and work in the office. All CUNY employees must reside within a commutable distance to their campus.
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QUALIFICATIONS
Bachelor's Degree required.
A preferred candidate should have:
- Two (2) or more years of experience supporting events in nonprofit or higher education.
- Proficiency in Microsoft Office, Salesforce, Zoom, graphic design tools, and social media platforms.
- Experience preparing reports and presentations.
- Excellent customer service, verbal and written communications, time management, and organizational skills.
- Strong attention to detail.
- Strong work ethic, high degree of professionalism, judgment, and personal integrity.
- Ability to participate in events outside the workday schedule, including early mornings, evenings, and weekends, when needed.
- Ability to work independently and as part of a team.
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
$48,960-$50,745. 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, organization, phone number, and email). Please upload all documents in Word or PDF format.
CLOSING DATE
May 30, 2022
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.
