Associate, Internal Events

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $65,800 - $65,800

Position Summary

Under the supervision of the Associate Director of Internal Events, the Internal Events Associate provides support for the day-to-day operations of the Internal Events team including, but not limited to, administrative and strategic communication assistance related to the scheduling and coordination of events. The Internal Events Associate works with faculty, University administration, teaching assistants, and students in managing the day-to-day scheduling of Law School spaces. The Internal Events Associate works collaboratively to provide support, as needed, at special events.

Responsibilities

• Manages the Law School's EMS room reservation system via the EMS Desktop Client application to review and approve all incoming Standard (requests with custodial/AV services) and Express (requests with no services) room reservation requests for events and meetings on a daily basis as well as requests submitted via the EMS Manual Questionnaire during EMS WebApp closed periods (blackout dates, study/exam periods).
• Manages the Skedda system to schedule study/work sessions for faculty and students.
• Assists the Associate Director of Internal Events in the coordination of on-campus events and meetings. This includes, but is not limited to, consulting with the Building Events and Audio Visual (AV) teams to confirm standardized room setup, resources, and resolve conflicts prior to approving events and sending room confirmations.
• Consults with the Associate Director of Internal Events on Special Events (requests containing a Special Event criteria: large attendance, invited speaker, Public Safety/University Delegate, media/press, security) arrangements when necessary prior to sending room confirmations.
• Provides event support and follow up as directed including, but not limited to, managing catering for weekly faculty meetings, luncheons, workshops, and develops relationship with catering vendors to draft menus and schedule deliveries; and supports special events, including, but not limited to, registration check-ins and event signage.
• Generates and interprets event management reports to review with the Building Events and Audio Visual (AV) teams on a weekly basis.
• Works with the Law School Business Office to create vendor profiles, create Purchase Orders, and submit invoices to ensure timely payment to event-related vendors.
• Prepares and maintains files and records related to event requests and external resources, including, but not limited to, catering vendors and alternative event spaces.
• Under the supervision of the Associate Director of Internal Events, performs various administrative and clerical duties.
• Other duties as assigned.

Minimum Qualifications

• B.A. degree plus 1-3 years related experience in coordinating events and/or customer service.
• Administrative and office management skills, including strong knowledge of bookkeeping and scheduling.
• Strong computer skills including accurate word processing skills, familiarity with scheduling software database, spreadsheets, web-software, e-mail.
• Experience with MS Office required.
• Ability and willingness to provide event support, including hospitality at events, as requested both during and outside of regular business hours.
• Position requires excellent organizational and communication skills (both verbal and written).
• Ability to work accurately while under pressure and tight deadlines.
• Must be flexible and deliver excellent customer service.
• Ability to organize work and follow through on details.
• Tact and good judgment in dealing with faculty, students, administration and the public.
• Must be able to work with diverse constituencies and support an inclusive work environment.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.