"Program and Events Manager"

School of Public Health - Office of the Dean

90446BR

University Job Title

Conferences and Events Specialist

Bargaining Unit

None - Not included in the union (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (23)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Medical School Campus

Worksite Address

60 College Street

New Haven, CT 06510

Work Model

Hybrid

Position Focus:

Reporting to the Chief of Staff for the Yale School of Public Health, the Program and Events Manager is responsible for the management, logistical planning, and execution of multiple, complex, and widely distributed events, school-wide meetings and/or other events for the Dean’s office as well as the School of Public Health. This role will serve as main liaison for all event related activities, including with internal and external service providers, invited guests, attendees, etc. The Program and Events Manager represents the school appropriately while interacting with prominent faculty, dignitaries and other high-level officials.

Principal Responsibilities include holistically design and manage school-wide and special events, performances, symposia, conferences, and exhibitions that create an optimal client and event attendee experience. Develop strategies to integrate events into the overall school priorities and use independent judgment to manage and coordinate all activities related to events in partnership with stakeholders. Work closely with stakeholders throughout the event process to understand the strategic goals of the event and incorporate them into the development and execution of the plan. Confer with broad based constituencies regarding operational logistics, including guest lists, site selection, vendors, etc. to align with strategic goals and objectives for the school as they relate to events. Assist in conceptualizing events and apply strategic planning knowledge to achieve priorities or goal using expertise.

Manage delivery of services for events, working closely with Yale internal and external service providers; including, but not limited to YSPH Office of Communications and Marketing, Yale Catering, Media Services, Custodial Services, Security, YPPS and Campus Police, as well as those provided by hotels, caterers, transportation partners and other community service providers. Balance competing priorities to meet all program requirements in a timely manner and deliver quality results. Prepare and execute detailed event planning documents including timelines and task lists to effectively track progress of planning requirements. 

Develop annual events budget and manage individual budgets for all events. Track expenditures and complete expense reports. Assist with material preparation and production for events. Recommend ongoing improvements for the school’s events, incl. new potential vendors, venues and processes. Develop events related communications (announcements, invitations, etc.) as well as press releases and marketing plans to enhance visibility and participation. Collect and provide content for all related printed programs and websites. Negotiate contracts/letters of agreement for all activities and ensure that all contract details are properly carried out. Act gracefully under pressure to identify problems and resolve situations without impacting guests or University members. May perform other duties as assigned.

Essential Duties

1. Design and execute plans for various special events ranging in size from a few to several thousand guests. Conduct comprehensive planning for complex multi-day and smaller or single-activity events, including on and off-site luncheons, lectures, banquets, and conferences. Work closely with stakeholders throughout the event process to understand the strategic goals of the event and incorporate them into the development and execution of the plan. Confer with broad-based constituencies regarding logistics, guest lists, site selection, vendors, event goals and objectives, etc. Assist in conceptualizing events and apply strategic planning knowledge to achieve an academic priority or goal using expertise. 2. Ensure smooth functioning of events from inception to completion. Personally supervise every phase of events, both in the planning stages and as the on-site coordinator. Serve as the primary contact person for planning and on-site coordination. Manage all logistics, service delivery, and quality control for events, including contracts and equipment rental, purchase order and invoice payment, and procuring resources for on-site events such as A/V, catering, and volunteer staffing. 3. Prepare and execute detailed event planning timelines and task lists to effectively track the progress of planning requirements. Develop and manage the budget for all events. Track payment, income, and expenditures. Assist with material preparation and production for events with the event host or sponsor. Recommend ongoing improvements for the School’s events, incl. new potential vendors, venues, and processes. Perform studies for resource plans, including approaches, sources, and uses. 4. Maintain an events calendar to ensure timely planning. Coordinate the compilation, production, and internal and external distribution of written materials relating to events and conferences, including correspondence, materials, and programs. 5. Develop and implement procedures for the school. May coordinate or facilitate administration of grant and contract proposals, as well as interact with various units and constituencies to assure proper grant or contract administration as it relates to the event. 6. Select, train, lead, direct, motivate, evaluate, and, as required, take corrective action with subordinate staff, if applicable. 7. Generate reports and create invoices. Create, test, and monitor all online conference registration forms using a web-based system. Prepare and review standard and ad hoc registration reports for internal and external users. 8. May perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree in a related field and five years of related experience; or an equivalent combination of education and demonstrated experience.

Required Skill/Ability 1:

Proven ability to multi-task, with strong organizational skills and the ability to pivot planning as needed. Ability to think strategically and critically.

Required Skill/Ability 2:

Proficient in Microsoft Office suite (Word, Excel, PowerPoint), and various technologies and software: i.e., Drupal, FileMaker, Adobe Illustrator, and InDesign.

Required Skill/Ability 3:

Proven ability to work independently and manage multiple projects successfully with little oversight. Highly proficient at taking initiative, prioritizing, and meeting deadlines. Flawless attention to detail.

Required Skill/Ability 4:

Strong interpersonal and communication skills – written and verbal.

Required Skill/Ability 5:

Superior negotiation skills with ability to work with a range of individuals to adapt and exceed customer expectations.

Weekend Hours Required?

No

Evening Hours Required?

Occasional

Drug Screen

No

Health Screening

No

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.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:

https://covid19.yale.edu/health-guidelines

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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus