Location: New Haven,CT, USA
Essential Duties
1. Designs, coordinates and oversees the logistical and high level administrative support needs of multiple, complex, and widely distributed educational events, conferences and/or other events. 2. Serves as principal source of information to students, staff, and faculty on event activities. 3. Coordinates with vendors to negotiate costs and determine requirements of renter in regard to technical, security and/or other requirements. 4. Designs and prepares various marketing materials. 5. Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records. 6. Serves as liaison with vendors on event-related matters. Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events. 7. Oversees, instructs, and coordinates activities of support staff. 8. May perform other duties as assigned.
Required Education and Experience
Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little of no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.
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.
Position Focus:
The Events Coordinator provides support for Yale's fundraising efforts by assisting in the planning and execution of successful top-quality events (in-person, virtual, and hybrid) that enhance the relationship between Yale University and its prominent alumni, parents, and friends. The Events Coordinator reports directly to the Senior Associate Director, Events, and supports a team of three event planners, the Associate Director, Events, the Senior Associate Director, Events, and the Director, Events, within the Office of Development's Marketing & Communications unit. In addition to those listed in the Essential Duties below, key responsibilities include: compile and manage event invitation lists; coordinate mailings and additional event communications (electronic and print); track RSVPs and registrations; format and distribute attendance updates; process event-related invoices and track expenses; proofread event communications; produce event materials such as name badges and place cards; compile event attendance metrics.
The Principal Responsibilities listed below are generic in nature. Applicants will find the detailed responsibilities listed in this Position Focus to be most relevant to the position.
Preferred Education, Experience and Skills:
Proven experience with large- scale mailings.
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.