"Project Coordinator"

Position Summary

The Columbia University Ceremonies Office is responsible for organizing and executing some of the most significant events held by the university. These include commencement ceremonies, inaugurations, trustee-related events, and other key ceremonial occasions which celebrate the university’s achievements and traditions. The office collaborates with the Office of the President, faculty, and various university departments to ensure that these events reflect the institution’s mission and values.

We are seeking a proactive and detail-oriented individual to join our team as a Project Coordinator for University Ceremonies. This individual will play a key role in managing the logistical, administrative, and communication aspects of numerous university ceremonies with a primary focus on Commencement Week. The role involves supporting customer service, inventory management, event planning, and website maintenance to contribute to the smooth and efficient execution of various projects.

Responsibilities

• Respond to customer service inquiries from students and families via email, primarily regarding Commencement Week events. Resolve issues independently with minimal supervision and provide timely support. Assist with the implementation of a new inbox management platform and develop efficient workflow processes, utilizing analytics to enhance overall service experiences.
• Assist the ticketing team with troubleshooting student inquiries and independently resolve issues. Collaborate with ticketing vendor to ensure smooth operations and timely solutions.
• Manage an extensive and diverse inventory, including furniture, volunteer apparel, university branded items, regalia, and more. Engage with multiple vendors to place orders while maintaining accurate and detailed records of item locations, quantities, and descriptions. Proactively order supplies to meet event needs and ensure a comprehensive understanding of all assets.
• Conduct regular audits and updates of the Commencement website to maintain accuracy and usability, ensuring visitors have access to the most up-to-date information.
• Provide administrative and logistical support before, during and after events for assigned programs.
• Independently archive event materials, analyze data, and prepare comprehensive reports that provide actionable insights for future event planning improvements.
• Draft, edit, and tailor various marketing communications to effectively inform and engage diverse audiences, including students, families, and university constituents. Ensure content aligns with the needs of each audience and review materials for clarity, consistency, and relevance.
• Assist with other duties to support the team’s success.

Minimum Qualifications

Bachelor’s degree and two years related experience.

Qualifications

• Exceptional communication skills, both written and verbal.
• Prior experience in event planning and coordination.
• Strong organizational skills with a keen attention to detail and the ability to manage multiple tasks.
• Ability to collaborate effectively within a team environment.
• Resourcefulness and adaptability in a fast-paced, dynamic setting.
• Commitment to professionalism and high standards of customer service.

Additional Position-Specific Minimum Qualifications

• Proficiency in MS Office, Google Suite, Zoom webinar, link tracking platforms, email marketing systems, Adobe Creative Cloud, and Airtable.
• Familiarity with digital design tools like Canva for creating engaging visual content.
• Demonstrated ability to work under pressure while maintaining accuracy and professionalism.
• Exceptional organizational skills with a strong focus on detail, diplomacy, discretion, and problem-solving.
• Able to maintain confidentiality and discretion.
• Available to work some evenings and weekends.

Preferred Qualifications

Experience in a university, cultural institution, or comparable environment is highly desirable.