Event Coordinator, Zucker School of Medicine at Hofstra/Northwell

Reporting to the Assistant Dean for Operations, the Event Coordinator works closely with the Manager, Event Services and Scheduling and is responsible for the preliminary intake and subsequent scheduling and coordination for all Zucker School of Medicine (ZSOM) events, conferences, meetings, visitor activities, and projects assigned by ZSOM leadership. The Event Coordinator must demonstrate proficiency in event management and creative services and must be able to proactively address needs as they arise. In addition, the Event Coordinator must provide high-level client service and exercise independent decision-making when surveying clients regarding room reservations and event details. Effective communication with Hofstra University, Northwell Health, and ZSOM departments is required.

Responsibilities include, but are not limited to:

• Monitors event and classroom space usage across ZSOM departments using the 25Live academic and event scheduling system while working with ZSOM departments to create and revise room layouts for curricular, co-curricular, internal, external, and student events.
• Communicates the status of space requests, obtains final approvals, submits work orders using the WebTMA maintenance management software, and assists with oversight of technology, and audiovisual needs, and space setups for curricular, co-curricular, internal, external, and student sessions and events.
• Coordinates details associated with external engagements, meetings, tours, and visits.
• Assists the Manager for Events Services and Scheduling with arranging related requests and services necessary for events such as accommodation, catering, media, transportation, etc.
• Designs and creates event-related materials including videos, flyers, posters, digital signage, programs, signs, and handouts.
• Works with the Communications Team to ensure communication and promotion of events, and the Operations Team to ensure the coordination of relevant resources.
• Assists the Manager for Events Services and Scheduling with contracts, agreements, and billing for events and meetings, including facility rentals and vendors.
• Performs other related duties as assigned.

Qualifications:

• Bachelor's degree required.
• At least two (2) years of experience in event planning and audiovisual/creative services in a corporate or education setting.
• Experience with classroom and event resources scheduling software; experience with 25Live academic and event scheduling system and facilities work order systems.
• Working experience in the operation of remote meeting technology, including Zoom and Microsoft Teams.
• Working experience in the operation of industry-standard analog and digital AV technology found in the classroom and corporate event environments.
• Must demonstrate the ability to conceptualize both large- and small-scale events, meetings, and conferences.
• Ability to think creatively and develop new design concepts, graphics, and layouts in a production environment.
• Must demonstrate the ability to communicate professionally and work cooperatively with a wide range of senior administration and technical, academic, and planning/event departments across Hofstra University, Zucker School of Medicine, and Northwell Health.
• Ability to work independently and as part of a team.

EEO Statement: Hofstra University is an equal opportunity employer and is committed to extending equal opportunity in employment to all qualified individuals without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, physical or mental disability, marital or veteran status or any other characteristic protected by law.