Events Coordinator, YSPH

Overview

Reporting to the Assistant Director of Strategic Engagements in the Office of the Dean at the Yale School of Public Health, this role assists in planning, organizing, coordinating, promoting, and facilitating a wide range of both social and academic events which support the strategic mission and vision of the school. The successful candidate will conduct logistical and operational tasks to ensure the successful execution of in-person, virtual, and hybrid events. They will serve as a primary source of information for event planning, and coordinates communications, promotion, registration, and attendance.

Designs, coordinates and oversees the logistical and high-level administrative support needs of multiple, complex, and widely distributed educational events, conferences, social events, and/or other events, including partner events with internal and external stakeholders. This includes managing event materials and databases, budgeting and invoicing, booking travel and accommodations for visiting guests, managing programmatic catering plans, and providing administrative and staffing support. Serves as a source of information to students, staff, and faculty on the Office of the Dean’s events, and assist in offering guidance to streamline all events within the community, including those run by other groups, to align with the strategic priorities of the school. Collaborate with internal and external service providers to execute high-quality events, including negotiating costs and determining requirements of renter regarding technical, security and/or other requirements. Maintain budgets for individual events, as well as each academic semester and year, and regularly update all event-related costs and figures. Designs and prepares various marketing materials, including social media graphics, emails, and posters/flyers, in partnership with the Office of Communications. Supporting and drafting talking points and staffing plans for required events. 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. Serves as a liaison with vendors on event-related matters. Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events. Uphold a high level of professionalism with all vendors and guests at all times. Assist in instructing and coordinating activities of support staff. Staff all programs to ensure professional and organized event execution. Assists in elevating existing programming by fostering increased engagement and building community within the school, as well as around the University and with New Haven community partners. May perform other duties as assigned.

Required Skills and Abilities

1. Demonstrated ability with event coordination and to plan and manage large events, both academic and social. 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, Forms, and Outlook, with the ability and willingness to learn new databases and computer applications.
4. Professionalism, maturity, and ability to maintain strict confidentiality; resourcefulness and flexibility 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. Ability to work flexible hours, including occasional evenings and weekends.

Preferred Skills and Abilities

1. Knowledge of Yale processes and systems for booking travel and reimbursement, with experience in handling large-scale mailings. Knowledge of additional Yale event planning tools, such as 25Live, Yale Message, Beatrix, and Qualtrics.
2. Familiarity with external event planning tools such as EventBrite, Zoom, Canva, and Adobe.
3. Interest in specific program content related to the events being organized, specifically public health and global affairs.
4. Proven experience in coordinating multiple events simultaneously, working with outside vendors, and providing administrative and financial support for event operations.

Principal Responsibilities

1. 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. Gets 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 experience and education.