Event Coordinator |+1880BR|

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

165 Whitney Avenue

New Haven, CT 06511

Work Model

On-site

Position Focus

Provide high-level support for the coordination and execution of Evans Hall programs and events, and related activities. Serve as initial contact for Yale School of Management (SOM) events-related activities. Provide administrative support for the operations department. Work onsite for event set up and breakdown and act as the liaison between the SOM events team and Yale Custodial support onsite as well as serving as the main day of point of contact for the event hosts.
• Serve as initial point of contact for events at SOM. Review and prioritize incoming requests, independently manage, and resolve issues and/or refer to appropriate team member. Duties include, but are not limited to, planning, delivery, reconciliation, logistics, scheduling, event materials, and supporting documentation.
• Serve as Event Management System (EMS) system resource. Receive, review, approve/deny, and process school-wide requests for room reservations. Refer complex requests to leadership team for review. Provide training, support, and guidance to EMS room reservation system users.
• Assist facilities and catering teams with administrative tasks. This may include JIRA facilities tickets, access, key management, and other duties.
• With a detailed understanding of the rhythm of the SOM annual calendar, may advise faculty and staff on the availability of rooms and other spaces for recurring and non-recurring events. Review reservations booked in function spaces two weeks in advance to ensure appropriate set-ups/breakdowns, custodial, facilities, security, communications, and media services requests are included in the reservation.
• Provide backup support as needed for event setups, including floor support before, during, and after events to ensure proper setup/breakdown and execution of all facets of events, as directed.
• Serve as events team point of contact with SOM Media Services Department.
• Prepare schedule for evening and weekend events and send to all relevant departments.
• Attend regular meetings with events team leadership, custodial managers, and event organizers to assist with planning and logistics to ensure optimal execution of all programs. May create and maintain standard setup diagram templates for events. Cross-reference and confirm diagrams match information in EMS to ensure accuracy.
• Responsible for updating departmental portal and websites.
• Monitor and respond to departmental email and phone accounts as needed.
• Ensure events team leadership is kept updated on events-related activity.
• Using appropriate university systems, tools, and processes, may manage the procurement of goods and services. Work closely with SOM Business Operations to process financial transactions.
• Serve as point of contact for requests for temporary parking in Evans Hall garage. Work with SOM staff and the Yale Parking department to provide visitor parking for guests. Resolve issues independently and bring concerns to the attention of leadership.
• With Associate Director, develop an event signage protocol for stanchion signs within Evans Hall. Manage all event signage needs.
• Contribute to identifying opportunities for improvement with workflow and systems.
• Perform additional duties incidental to activities in Events and Operations to maintain the highest level of support.

The Essential Duties below are generic in nature; the information contained in this Position Focus is most relevant to this position.

Dept/Section URL

http://som.yale.edu/about/careers

Essential Duties
• Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education And Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of demonstrated experience and education.

Required Skill/Ability 1

Proven excellent computer skills including Windows and Microsoft products, Word, Excel, and Outlook. Internet navigation skills and research skills. Ability to learn new software and evolving technology.

Required Skill/Ability 2

Excellent proofreading, editing, and writing skills for drafting material. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner.

Required Skill/Ability 3

Superior interpersonal skills and welcoming manner. Ability to represent the school professionally at events. Must be able to flex schedule to provide coverage (evenings and weekends) and must be able to meet overtime requirements.

Required Skill/Ability 4

Excellent organizational skills, attention to detail and accuracy with demonstrated ability to concentrate and perform with constant and varied interruptions, ability to prioritize to meet deadlines and conflicting demands in an organized manner.

Required Skill/Ability 5

Ability to regularly solve problems, take initiative, and anticipate actions needed. Ability to properly use independent judgment. Ability to function effectively as part of a team.

Preferred Education, Experience And Skills

Bachelor’s degree. Demonstrated experience in the hospitality/tourism field or equivalent. Experience with EMS Room Reservation System. Web maintenance skills. Proven experience with Campus Groups and/or working with Graduate Students.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

No

Health Screening

No

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, ****** orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus