Internal Events Manager

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $63,000 - $75,000

Position Summary

Under the direction of the Associate Director of Internal Events, the Internal Events Manager is responsible for supporting the planning, implementation, and oversight of selected events, gatherings and meetings, as part of the Internal Events team and also plays a leading role in supporting the day-to-day operations of the department, reviewing event request intake, outreach to event organizers and coordination with relevant campus partners. The Manager will reserve space for events, meetings, gatherings and courses using EMS, the Law School's. space reservation system. The Manager will lead a small team in the coordination of event request intake details and other administrative tasks. The Manager provides on-site coverage of the events, as necessary. All work may be done in collaboration with others, or independently as assigned. This position is fully on-campus and in-person and will require some work outside regular business hours (e.g. early morning, evening, weekends).

Responsibilities

• Represent the Law School and the Internal Events team when liaising with organizers (e.g. faculty members, research centers, administrative offices) interested in hosting events at the Columbia Law School as directed by the Associate Director or other supervisory staff. Provides assistance to the Associate Director with the coordination and management of key internal Law School events including supporting organizers (e.g. faculty members, research centers, administrative offices) in ascertaining catering, room setup, AV needs, booking spaces and outreach to relevant campus partners (e.g. AV, Building Services and Public Safety). Reviews online requests from EMS, the Law School's event scheduling platform, organizes outreach to event organizers as needed per the event space and services requests indicated on the online request form. Reserves space in EMS for events, meetings, gatherings, and courses. Provides assistance communicating the Law School's event-related policies and procedures. Performs key tasks to support EMS, the Law School's event scheduling platform, required to optimize its functionality and user experience; tasks include:
  • Ensuring that the system is set up properly for all users
  • Creates user accounts
  • Ensuring that all data is up to date and accurate.
  • Coordinating with Registration Services to ensure smooth transition of class schedule between semesters.
  • Working collaboratively with Registration Services and faculty members to ensure that classroom conflicts are addressed and resolved once the semester has begun
  • Liaises with the Registration Services office on class placement and updates to classroom usage.
  • Compiling and analyzing data for reporting purposes.
• Provides or coordinates on-site support during the event set-up and the event itself, as directed by the Associate Director. The Manager must be prepared to provide on-site support on nights and weekends if necessary. Collaborates with campus partners to ensure accurate logistical support. This includes, but is not limited to: placing work order requests for event-related components (furniture installation, additional electrical needs, assembling step and repeats, etc.) and documenting timelines such that the Building Services team is aware of what is needed, holistically, for events that run concurrently and/or back-to back in various campus venues. Maintains documentation for the planning and implementation of the event to allow for replication. Participates in the producing of large events (e.g. Moot Court) as directed.
• In collaboration with the Associate Director, manages relevant internal Law School campus partner meetings: calendaring, developing the agenda, disseminating necessary materials, taking notes, and facilitating follow-up as necessary. Supports the development and management of the Internal Events team's annual work calendar, ensuring that work specific to a particular time of year is completed appropriately.
• Coordinates walkthroughs of event space and classroom space to identify correct capacities and determine necessary maintenance, and places work orders accordingly. Assists the events team staff with the development and implementation of appropriate processes and guidelines for events. Answers correspondence sent to the Internal Events team general email and other emails administered by the Internal Events team as needed. Manages the Internal Events team inventories of props, banners, furniture, and other items utilized during events; procuring additional items as needed. Supports strategic planning and analysis, including conducting research and preparing documents, presentations, and communications. Supervises Event
  Coordinators.
• Other duties as assigned

Minimum Qualifications

• Bachelor's degree required. A minimum of two years experience planning both small and large events or administering/implementing. comprehensive programming is required. Ability to work independently, organize work, and follow through on details. 
• Experience with spreadsheets, systems and database management, and generally accepted programs and office equipment required. Technological proficiency and potential to learn new skills. 
• Excellent customer service skills, as well as excellent writing & oral communication skills. Should possess tact, discretion, and the ability to work confidentially. The capacity to remain poised under pressure, be flexible, and deliver excellent, solutions-oriented, customer service. 
• Must meet deadlines and follow through on details with accuracy and good judgment. Ability to organize work, and follow through on details. Understanding of an academic environment, working within the confines of a busy campus. 
• Ability to interact professionally in a service-oriented environment subject to frequently changing priorities that may require re-prioritization of daily operations. The ability and willingness to work evening and weekend hours as needed. 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.