"Events Coordinator"

Overview

The Yale Quantum Institute is the quantum science flagship of Yale and executes the vision of the university for quantum science. Spanning 5 Yale departments and 26 research groups (around 350 researchers and enrolled students), the institute facilitates the research and teaching of quantum science on campus. In addition to be an active meeting space requiring precise coordination to ensure smooth day-to-day operations (~ 320 meetings a year), YQI runs more than 70 public quantum-related events during the year. These events can be as simple as a 1-hour seminar talk or as complex as a multi-day international conference. Additionally, YQI runs an active science outreach program, an artist in residence program, and a summer program.

Reporting to the Institute Manager, the Event Coordinator will plan, organize, coordinate and facilitate assigned events. Responsible for a wide range of logistical and operational tasks related to planning special events for the Yale Quantum Institute. Additionally, the Event Coordinator will be the administrator support for the 5 research groups resident at YQI. Duties will include expense reports, trip booking, postdoc hiring, potential visa applications, and other duties as assigned.

Due to the nature of the work, this position is 100% on campus. A few numbers of the YQI events will occur during evenings and weekends (~5 times a year), and will require the event coordinator to be able to work during the events with advance notice, and flexible schedule to ensure a regular work day (no overtime required).

Plans, organizes, coordinates, and facilitates a wide range of events. Conducts logistical and operational tasks to ensure the successful execution of in-person, virtual, and hybrid events. Serves as the principal source of information for event planning and coordinates communications, RSVPs, and attendance tracking. Collaborates with internal and external service providers to execute high-quality events. Manages event materials, budgeting, and invoicing, ensuring compliance with university policies and maintaining high standards of customer service. Develops beneficial relationships with clients and service providers and seeks opportunities to enhance event workflow and processes. Provides administrative support and manages event-related databases.

Required Skills and Abilities

1. Demonstrated ability to provide support with event coordination and to plan and manage large events. Excellent interpersonal and communication skills and ability to represent the university appropriately with prominent guests and officials.
2. Strong organizational abilities with exceptional attention to detail and the ability to handle multiple tasks and responsibilities simultaneously.
3. Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, with the ability and willingness to learn new databases and computer applications.
4. Professionalism, maturity, and ability to maintain strict confidentiality; resourcefulness in problem-solving and the ability to perform gracefully under pressure.
5. Commitment to an inclusive workplace with the ability to engage with diverse audiences and the ability to prioritize work independently in a team-centered environment.

Preferred Skills and Abilities

1. Proficiency with Office Suite, Zoom/Teams and Workday required. Notions in Adobe Creative Cloud Suite (especially Photoshop and InDesign) and website editing (Drupal and HTML) preferred, but training/templates will be provided.
2. Ownership of projects, initiative, problem solving, and independence
3. Creativity and desire to improve and make events truly special
4. Interest in Science required. Notions of quantum physics (broad general public level) or interest to learn is appreciated.

Principal Responsibilities

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 degree in a related field; or an equivalent combination of experience and education.