Event CoordinatorSchool/Division:Donald and Barbara Zucker School of Medicine at Hofstra/NorthwellOffice:Office of the DeanFull-Time or Part-Time:Full-TimeAbout HofstraHofstra University is a nationally ranked and recognized private university in Hempstead, N.Y. that is the only school to ever host three consecutive presidential debates (2008, 2012 and 2016). At Hofstra, students get the best of both worlds. Our campus is a leafy oasis just a quick train ride away from New York City and all its cultural, recreational and professional opportunities. We offer small classes and personal attention, with the resources, technology and facilities of a large university. Students can choose from more than 160 undergraduate program options and 165 graduate program options in the liberal arts and sciences, education, health professions and human services, the Peter S. Kalikow School of Government, Public Policy and International Affairs, the Fred DeMatteis School of Engineering and Applied Science, the Frank G. Zarb School of Business, the Lawrence Herbert School of Communication, the Maurice A. Deane School of Law, the Hofstra Northwell School of Graduate Nursing and Physician Assistant Studies, and the Donald and Barbara Zucker School of Medicine at Hofstra/Northwell. Hofstra University is a dynamic community of more than 11,000 students from around the world who are dedicated to civic engagement, academic excellence and becoming leaders in their communities and their careers.Description:The Event Coordinator is responsible for the scheduling and coordination of all Zucker School of Medicine events, conferences, meetings, visitors, special sessions, and various projects from the Office of the Dean, as assigned. Reporting to the Assistant Dean for Curricular Affairs and Special Projects and the Event Planner, the Event Coordinator must demonstrate proficiency in schedule management and be able to proactively address needs that may arise as events and visits are coordinated. The Event Coordinator must offer a high level of client service, be able to exercise independent decision making to appropriately survey clients regarding room reservations and visits, and for effectively communicating seamlessly across all Hofstra University, Northwell Health, School of Medicine departments, and individuals who may be involved.
Responsibilities include, but are not limited to:
•Planning and implementing all events, external engagements, meetings, tours and visits for distinguished guests of the dean’s office.
•Ensuring that communication of all events is seamless and that any event, external engagement, tour, etc. is properly reviewed and approved prior to utilizing or committing to the utilization of the School of Medicine building.
•Helping to schedule and provide site tours to coordinators of potential events.
•Working under the direction of the Event Planner to arrange accommodations, catering, media, transportation, and related services for events.
•Reviewing all room reservations and requests at the SOM using the school’s event space reservation system, 25Live. (creating and revising room layouts for each event)
•Using independent judgment to plan, prioritize, and organize a diversified workload.
•Assisting with documentation of policies and procedures regarding event operations.
•Interacting extensively and forging productive working partnerships with the entire community to enhance the public presence of the School of Medicine and the University as an interactive conference hub.
•Maintaining the events website.
•Serving as backup to Event Planner to communicate with clients.
•Assisting with the provision of timely reports on all scheduled events to the senior administration and proposing new ideas to improve the event planning and implementation process.
•Aiding the Event Planner with contracts, agreements, and billing related to events and meetings, including facility rentals and vendors
•Performing other duties as assigned.
Weekend hours are expected, as needed, in addition to late evenings and early mornings. This position also requires valid driver’s license and access to personal vehicle. Occasional travel required.
Qualifications:•A bachelor’s degree is required.
•The successful applicant must possess at least two years of experience in event planning and audio/visual services in a corporate or education setting.
•Must demonstrate the ability to conceptualize, develop and execute both large- and small-scale events, meetings, and conferences.
•Working experience in the operation of industry standard analog and digital AV technology found in classroom and corporate event environments is required. Experience with classroom and event resources scheduling software is required; experience with 25Live event space reservation system, facilities work order systems, and event management tools like Visio is a plus.
•Must demonstrate the ability to professionally communicate and work cooperatively with a wide range of senior administration and technical, academic and planning/event departments across Hofstra University, Zucker School of Medicine, and Northwell Health.
Application Instructions:For consideration, please send cover letter and resume to: [email protected] Voluntary Self-IdentificationAll applicants are invited to complete the three (3) voluntary self-identification formsDeadline:Open until filledDate Posted: 04/18/2019Posting Number: 896948