Event Coordinator-Yale University

Job Description

Job Title: Event Coordinator

Company: Yale University

Location: Yale, MI

Pay:

AI Pay Analysis: To conduct an accurate analysis of the hourly rate for an Event Coordinator role in Yale, MI, I would need the specific rate you’re referencing. Generally, hourly rates for Event Coordinators can vary based on experience, the complexity of events, and location. As of 2023, the average hourly rate for Event Coordinators in Michigan typically ranges from $15 to $25 per hour, with more experienced coordinators earning upwards of $30 per hour. If the rate you’re considering falls within or above this range, it would likely be considered competitive and aligned with industry standards. Otherwise, if it is significantly lower, it may not attract qualified candidates.

Job description:
Essential Duties

1. Oversee and coordinate administrative, programmatic, and office activities. Establish, select, implement, and manage office procedures and systems. Act as the primary source of information for students, staff, and faculty regarding policies, procedures, programs, and office functions.

2. Supervise, instruct, and coordinate the activities of support staff. Oversee the preparation of materials related to grants, contracts, and budgets. Monitor financial expenditures and reconcile statements.

3. Provide editorial support for a journal/publication by proofreading and editing content for grammatical and factual accuracy. Track submissions through various editing and production stages and maintain communication with authors, printers, and other parties involved in the publication process.

4. Assess administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Gather and arrange necessary items, determine data sources, compile and analyze information, and draft reports or sections of reports.

5. Greet visitors and manage incoming phone calls, assessing the nature of inquiries and providing assistance or information as needed. Screen and respond to mail correspondence.

6. Format, type, proofread, and edit correspondence, reports, manuscripts, grants, and other documents. Assemble attachments and corresponding materials, review outgoing documents for completeness, and compose substantive written communication.

7. Coordinate travel arrangements, schedule meetings and appointments, manage inventory of supplies, take minutes or dictation, and perform additional duties as required to support office activities.

Required Education and Experience

Candidates must have six years of related professional experience, including four years in the same job family at a lower level, and possess a high school diploma; or four years of relevant experience along with an Associate’s degree; or a Bachelor’s degree in a related field with little to no prior experience; or an equivalent combination of education and experience.

Additional Requirements

This position may require occasional evening and weekend hours. Candidates will undergo pre-employment background screening, which may include checks on motor vehicle records, DOT certification, drug testing, and credit history as applicable to the role.

Position Focus

The role entails providing high-level support for the coordination and execution of events and programs at Evans Hall, serving as the initial contact for the Yale School of Management (SOM) with respect to related activities. Responsibilities include administrative support for the operations department, handling event setup and breakdown, and acting as the liaison between the SOM events team and custodial support.

1. Serve as the initial point of contact for events at SOM, managing incoming requests and resolving issues while organizing logistics, scheduling, event materials, and documentation.

2. Act as a resource for the Event Management System (EMS), processing school-wide room reservation requests and providing training and support to users.

3. Assist facility and catering teams with various administrative tasks, including managing access and key distribution.

4. Advise faculty and staff on room availability and monitor reservations to ensure appropriate setups and service requests are in place.

5. Provide backup support for event preparations, ensuring proper setup and execution during events.

6. Collaborate with the SOM Media Services Department as the events team’s liaison.

7. Prepare and disseminate schedules for evening and weekend events to relevant departments.

8. Participate in regular meetings with event leadership and custodial managers to enhance planning and logistics, and create or maintain setup diagrams for accuracy.

9. Update departmental portals and websites as needed.

10. Monitor and manage departmental email and phone inquiries.

11. Keep events team leadership informed about event activity.

12. Manage procurement processes for goods and services in accordance with university systems while collaborating with SOM Business Operations for financial transactions.

13. Serve as the contact for temporary parking requests and coordinate with SOM staff and the Yale Parking department.

14. Participate in developing signage protocols for events and manage all signage requirements.

15. Identify and propose opportunities for workflow and system improvements.

16. Perform additional duties related to Events and Operations to ensure consistent high-level support.

Preferred Education, Experience, and Skills

A Bachelor’s degree is preferred, alongside demonstrated experience in the hospitality or tourism sector, familiarity with the EMS Room Reservation System, web maintenance skills, and experience with Campus Groups or collaboration with graduate students.

Compensation Grade

Labor Grade D, Local 34 (Yale Union Group)

Supervisory Organization

School of Management – Events

Time Type

Full-time

Required Skills and Abilities

1. Proficient computer skills including Microsoft Office Suite (Word, Excel, Outlook) and internet navigation capabilities. Ability to quickly learn new software and adapt to technology changes.

2. Exceptional proofreading, editing, and writing skills for drafting professional materials and communicating clearly in both oral and written formats.

3. Strong interpersonal skills and the ability to represent the school positively at events, with flexibility to cover evening and weekend schedules as necessary.

4. Outstanding organizational skills with attention to detail, capable of prioritizing tasks in a dynamic environment to meet deadlines.

5. Ability to independently solve problems, take initiative, and work collaboratively within a team.

Note

Yale University maintains a tobacco-free campus.

Wage Information

Please refer to the wage ranges linked for compensation details.

Work Model

On-site

Job Posting Date: Sun, 24 Nov 2024 05:57:52 GMT

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