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The Trustees of Columbia University in the City of New York Associate Director, Special Events & Programs in New York, New York

  • Job Type: Officer of Administration- Regular/Temporary: Regular- Hours Per Week: 35- Salary Range: $66,000 - $80,000The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.Position SummaryThe Associate Director will be a key member of Columbia College's innovative and mission-driven Marketing, Communications, and Events Team, charged with leading operational aspects of event planning and execution to help build an engaged and connected community of students, staff, faculty, families, and alumni. The Events team is responsible for all signature events including but not limited to Undergraduate Graduation, Family Orientation and Convocation, Family Days, Homecoming, Class Day, Alumni Reunion Weekend, and annual fundraising galas, as well as small scale meetings for the Office of the Dean and other one-off productions.Reporting to the Director of Events, the Associate Director will lead and coordinate a portfolio of our annual signature alumni events, as well as support and staff events that fall outside this portfolio. This position is responsible for the cultivation and stewardship of alumni events, and will be expected to streamline the planning processes through the use of a variation of project management tools as well as conduct post event analysis that will help implement learnings and best practices.ResponsibilitiesEvent Planning and Management- In partnership with the Director, liaise with relevant units to support the planning and implementation of events and programming that can include large scale signature events, small local/regional engagement and/or on campus programs. Provide consultation in the planning of events to meet the program's goals and objectives.- Manage logistical planning and preparation with key internal partners and external vendors 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 decor (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 designated 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.- Utilize project management techniques and tracking to ensure that the defined deliverables, scope, objectives, roles, and responsibilities are being met for events where the incumbent is the designated lead.Strategic Planning and Partnerships- Work with the Director to conduct post-event analysis in order to suggest future changes for the continuous improvement and evolution of programs and identify opportunities for cost savings.- Serve as designated liaison for Alumni stakeholders for all partnership events.- Responsible for overseeing event budgets, creating and following planning timelines, tracking invoices and financial reports; coordinating with Event Coordinators to submit reports to the Director. Complete wrap-up of projects promptly, keeping organized records.- Work with the Director and Columbia College Human Resources to promote student positions, communicate job descriptions with potential candidates, hire, and train students and staff for events.- Cultivate areas of opportunity for collaboration with colleagues, including volunteers, board relations and support to parent, student, and alumni programming.- Act as liaison to Communications and Marketing teams in the development of event-related email communications, printed materials, and promotional/social marketing.Communications, Marketing, and Outreach- Manage event-related registration logistics, programs, invitations, and other internal and external communications efforts.- Support departments and units in creating and maintaining event-related communications.- Assist with the production and creation of event -related publications and signage.Event Research and Expertise- Stay up-to-date on related policies and procedures, and assist with ensuring that University events and purchasing guidelines are followed.- Develop event planning expertise, especially as it pertains to using Columbia University space and internal vendors.- Build and maintain event platforms and databases of information for event planning. This may include recommended vendors (caterers, florists, printers, promotional items, etc.) and appropriate venues and space. Utilize event platforms to compile and report out to stakeholders the status of events, registration, and other details necessary in the planning and execution of events.- Identify trends to incorporate into events that help keep our programs current and creative.Perform other related duties as assignedMinimum Qualifications- Bachelor's degree or its equivalent required- A minimum of 4-6 years of related experience is required.- Management training and/or supervisory experience required.- Strong project management skills, organization, and experience with various event platforms are required.- Excellent interpersonal, verbal, and written communication skills necessary, and problem-solving skills are required.- Must be skilled at developing strong relationships with both internal and external partners.- Position requires ability to lift and carry items in excess of 20 lbs., in addition to walking and standing for long periods.- Position requires frequent evening and weekend assignments **Applications without a resume and cover letter will not be reviewed. **Preferred Qualifications- 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.- Experience with any of the following platforms is preferred; Google Suite, EMS, Social Tables, Asana Project Management Software, Air Tables, and Alumni Q.- 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 teamEqual Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.

Minimum Salary: 31200.00 Maximum Salary: 31200.00 Salary Unit: Yearly