Assistant Director, Special Events and Programs

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $74,000 - $78,000 Annually

Position Summary

Reporting to the Director of Special Events and Programs in the Office of the Dean of Columbia College, the Assistant Director leads and coordinates key components of large-scale, high-profile events that foster an engaged and connected community of students, staff, faculty, families and alumni across Columbia College and Columbia Engineering. At the Director's discretion, the Assistant Director supports the planning and execution of a diverse portfolio of events, including-but not limited to- Family Orientation and Convocation, Family Days, Class Day ceremonies, and other College-wide events.

Responsibilities

Event Planning and Management

• In partnership with the Director, liaise with all College and Engineering units to support the planning and implementation of programming. Coordinate logistical needs for specific events, including working with internal and external vendors, in order to continually evolve these signature College and Engineering experiences.
• In partnership with the Director, collaborate with volunteers and staff across Columbia College units and departments to deliver high-impact experiences for annual signature events. This includes oversight of logistics, budgeting and overall event management, in close collaboration with key partners across Columbia College and Columbia Engineering.
• Manage logistical planning and preparation including but not limited to: venue and vendor selection, food and beverage service, audio/visual needs, hiring and supervising temporary technical and events personnel, tracking event registrants/sponsors, preparation and dissemination of event materials, and appropriate decor (florals, linens, color schemes, etc.) to meet the quality expectations of the various constituents.
• Lead on-site production of specific events as designated by the Director. Responsible for positive guest experience, overseeing catering and talent/entertainment, managing the run-of-show, working with audio/visual to ensure timely program execution, and directing live program and speakers.

Strategic Planning and Partnerships

• Work with the Director to conduct post-event analysis in order to suggest future changes and identify opportunities for cost savings.
• Responsible for overseeing event budgets, creating and following planning timelines, tracking invoices and financial reports; Responsible for the completion and wrap-up of projects promptly in order to keep organized records.
• Cultivate areas of opportunity for collaboration with colleagues, including volunteers, board relations and support to parent and student programming.

Communications, Marketing, and Outreach

• Manage event-related registration logistics, programs, invitations, and other internal and external communications efforts.
• Assist with the production and creation of briefings and other event related publications and signage.

Event Research and Expertise

• Stay up-to-date on related policies and procedures, and assist with ensuring that purchasing guidelines are followed.
• Develop event planning expertise, especially as it pertains to using Columbia University space and internal vendors.
• Build and maintain databases of information and resources for event planning and recommend vendors (caterers, florists, printers, promotional items, etc.) event planning platforms and appropriate venues and space to colleagues.

Performs other related duties as assigned.

Minimum Qualifications

• Bachelor's degree or its equivalent
• A minimum of 2-4 years of related experience
• Excellent interpersonal and oral and written communication skills
• Must be skilled at developing strong relationships with both internal and external partners
• Strong project management skills, organization, and computer skills are essential

*Position requires frequent evening and weekend assignments.*

**Applications submitted without a resume and cover letter will not be considered.**

Preferred Qualifications

• Experience in a university, major cultural institution or other comparable environment is desirable, as is events experience in a university or other complex not-for-profit environment
• Management training and/or supervisory experience preferred
• Successful candidates will have a demonstrated ability to handle multiple projects with competing deadlines and objectives, and the ability to work both independently and as part of a team

Equal Opportunity Employer / Disability / Veteran

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