Event Coordinator

About The State University of New York :

The State University of New York is the largest comprehensive system of higher education in the United States, and more than 95 percent of all New Yorkers live within 30 miles of any one of SUNY's 64 colleges and universities. Across the system, SUNY has four academic health centers, five hospitals, four medical schools, two dental schools, a law school, the state's only college of optometry, and manages one US Department of Energy National Laboratory. In total, SUNY serves about 1.4 million students amongst its entire portfolio of credit- and non-credit-bearing courses and programs, continuing education, and community outreach programs. SUNY oversees nearly a quarter of academic research in New York. Research expenditures system-wide are nearly $1.1 billion in fiscal year 2022, including significant contributions from students and faculty. There are more than three million SUNY alumni worldwide, and one in three New Yorkers with a college degree is a SUNY alum. To learn more about how SUNY creates opportunities, visit www.suny.edu.

Job Description:

SUNY System Administration's Office ofSpecial Events is searching for a dynamic individual to join our team. This position will provide a broad range of professional service events reporting to the Director of Special Events. The Office manages an average of fifty meetings/events every month, including meetings for the Board of Trustees and SUNY Presidents, as well as press events and departmental conferences.

Duties:

• Organize events, including assigning tasks to staff;
• Understand all internal policies about events and communicate these policies effectively to stakeholders;
• Oversee scheduled events including supervising and assisting in room setups;
• Oversee catering requests received by the Office of Special Events. Communicate our food policies to all requesting parties. Place all catering orders and schedule and supervise catering setups;
• Enter event details on Outlook calendar;
• Ensure internal departments notify all building stakeholders of scheduled events at SUNY Plaza in a timely fashion;
• Prior to event, check facilities for cleanliness and room setup;
• Become familiar with pricing and hours of operations with nearby restaurants, hotels, parking garages/services and printing establishments;
• Assist in reception/administrative duties such as greeting visitors;
• Work closely with A/V technicians on needs for all events at SUNY Plaza;
• Maintain accurate and secure electronic and paper records including inventories and timeline sensitive data;
• Manage special projects as designated by the Director of Special Events;
• Coordinate and ensure there are event permits for required SUNY Plaza events;
• Coordinate weekly staff meetings to review A/V and food setup needs with SEO personnel, and report concerns to the Director of Special Events;
• Act as liaison with University Police staff to coordinate security needs for in-house events;
• Create diagrams of large events onsite and offsite so stakeholders know what the room will look like;
• Act as the event point person for after-hours events that take place at SUNY Plaza.

Requirements:

Required Qualifications:

• Bachelor's degree.
• Minimum of 1 year event or conference experience.
• Excellent interpersonal and verbal communication skills.
• Excellent organizational skills; ability to manage multiple events; strong attention to detail.
• Ability to lift and carry items weighing up to 40 pounds.
• Flexible hours with occasional evening and weekends.
• Working knowledge of Microsoft Office, internet navigation, and database use.

Desired Qualifications:

• Familiarity with PowerPoint and Photoshop.
• Experience with Visio.
• Experience working with government entities.

Additional Information:

• Salary is dependent on a variety of factors, including but not limited to, experience, education, training, and certifications. The range for this position is $47,000-$56,000.
• This position is SL-2 and is part of the United University Professions Union.
• Excellent Benefit Package which includes: NYS health insurance, free dental and vision coverage, competitive retirement options, tuition assistance, parental leave at full pay, and generous vacation, sick, and holiday time. Generous amount of time off: 13 days of paid holidays per year; 15 days of vacation and 15 days of sick time accrued for the first year of employment. Then increases thereafter. Please see our UUP benefits summary for additional information.
• This position will be based in New York City-SUNY Global Center
• Applicants must be currently authorized to work in the United States on a full-time basis.

Application Instructions:

Interested candidates are invited to apply online. Please submit a cover letter, resume and four professional references when applying. The review of applications will begin immediately and continue until the position is filled.

State University of New York System Administration is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or retaliation.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.

About The State University of New York :

The State University of New York is the largest comprehensive system of higher education in the United States, and more than 95 percent of all New Yorkers live within 30 miles of any one of SUNY's 64 colleges and universities. Across the system, SUNY has four academic health centers, five hospitals, four medical schools, two dental schools, a law school, the state's only college of optometry, and manages one US Department of Energy National Laboratory. In total, SUNY serves about 1.4 million students amongst its entire portfolio of credit- and non-credit-bearing courses and programs, continuing education, and community outreach programs. SUNY oversees nearly a quarter of academic research in New York. Research expenditures system-wide are nearly $1.1 billion in fiscal year 2022, including significant contributions from students and faculty. There are more than three million SUNY alumni worldwide, and one in three New Yorkers with a college degree is a SUNY alum. To learn more about how SUNY creates opportunities, visit www.suny.edu.

Job Description:

SUNY System Administration's Office ofSpecial Events is searching for a dynamic individual to join our team. This position will provide a broad range of professional service events reporting to the Director of Special Events. The Office manages an average of fifty meetings/events every month, including meetings for the Board of Trustees and SUNY Presidents, as well as press events and departmental conferences.

Duties:

• Organize events, including assigning tasks to staff;
• Understand all internal policies about events and communicate these policies effectively to stakeholders;
• Oversee scheduled events including supervising and assisting in room setups;
• Oversee catering requests received by the Office of Special Events. Communicate our food policies to all requesting parties. Place all catering orders and schedule and supervise catering setups;
• Enter event details on Outlook calendar;
• Ensure internal departments notify all building stakeholders of scheduled events at SUNY Plaza in a timely fashion;
• Prior to event, check facilities for cleanliness and room setup;
• Become familiar with pricing and hours of operations with nearby restaurants, hotels, parking garages/services and printing establishments;
• Assist in reception/administrative duties such as greeting visitors;
• Work closely with A/V technicians on needs for all events at SUNY Plaza;
• Maintain accurate and secure electronic and paper records including inventories and timeline sensitive data;
• Manage special projects as designated by the Director of Special Events;
• Coordinate and ensure there are event permits for required SUNY Plaza events;
• Coordinate weekly staff meetings to review A/V and food setup needs with SEO personnel, and report concerns to the Director of Special Events;
• Act as liaison with University Police staff to coordinate security needs for in-house events;
• Create diagrams of large events onsite and offsite so stakeholders know what the room will look like;
• Act as the event point person for after-hours events that take place at SUNY Plaza.

Requirements:

Required Qualifications:

• Bachelor's degree.
• Minimum of 1 year event or conference experience.
• Excellent interpersonal and verbal communication skills.
• Excellent organizational skills; ability to manage multiple events; strong attention to detail.
• Ability to lift and carry items weighing up to 40 pounds.
• Flexible hours with occasional evening and weekends.
• Working knowledge of Microsoft Office, internet navigation, and database use.

Desired Qualifications:

• Familiarity with PowerPoint and Photoshop.
• Experience with Visio.
• Experience working with government entities.

Additional Information:

• Salary is dependent on a variety of factors, including but not limited to, experience, education, training, and certifications. The range for this position is $47,000-$56,000.
• This position is SL-2 and is part of the United University Professions Union.
• Excellent Benefit Package which includes: NYS health insurance, free dental and vision coverage, competitive retirement options, tuition assistance, parental leave at full pay, and generous vacation, sick, and holiday time. Generous amount of time off: 13 days of paid holidays per year; 15 days of vacation and 15 days of sick time accrued for the first year of employment. Then increases thereafter. Please see our UUP benefits summary for additional information.
• This position will be based in New York City-SUNY Global Center
• Applicants must be currently authorized to work in the United States on a full-time basis.

Application Instructions:

Interested candidates are invited to apply online. Please submit a cover letter, resume and four professional references when applying. The review of applications will begin immediately and continue until the position is filled.

State University of New York System Administration is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or retaliation.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.