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Event Services & Technology Coordinator

Employer: Stony Brook University
Location: Stony Brook, NY

Administrative Jobs: Technology, Multimedia & Audiovisual
Employment Type: Full Time
Institution Type: Four-Year Institution

Job Details
Organization

Job Details

Description

Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher). Two (2) years of full-time experience in any of the following: event planning or facilities scheduling/reservations management. Direct experience in operating a scheduling system, including data entry and generating reports. Experience supervising staff and/or students.

Preferred Qualifications:
Masters degree (foreign equivalent or higher). Event planning experience. Experience working in a university setting. Proficiency with Microsoft Ooffice, digital media, and website management.

Brief Description of Duties: The Event Services and Technology Coordinator is responsible for coordinating the reservations office for the two student centers. The Student Activities Center hosts nearly 10,000 events each year requiring a great attention to detail. Relying on a part-time staff of graduate and undergraduate students, the Event Services and Technology Coordinator is responsible for fostering a customer-centric reservations process, working cooperatively with facilities staff, and implementing measures to ensure the reservations system is updated and accurate. Marketing strategies and sales is fundamental for revenue generation. Additionally, the incumbent is responsible for the departments website and digital media presence. Creating and maintaining all in house tech programs, providing trainings, updating forms and supervising digital media staffing. Therefore, having a demonstrated ability to plan and manage large scale events will be helpful.

The successful candidate will also have excellent interpersonal skills, exercising strong organizational skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving.

Brief Description of Duties:
Coordinate the process for facility reservations for the Student Activities Center for departments, conferences, special events and vendors in accordance with university policies and procedures. Advise departments/programs and community groups concerning facility use, including University policies and procedures governing facility use, billing procedures applicable to facility use, operation related information, and implementation.
Supervise graduate and undergraduate reservations student staff. Responsible for hiring, training, scheduling, and efficiency of staff. Provide opportunities for professional development.
Develop and maintain records and data related to facilities use; utilizes computerized reservation software to input data. Confirms and cancels reservations as necessary. Create and distribute daily, weekly, and annual reports on facility use requests. Develop reports to manage database integrity and proactively identify service issue.
Develop marketing strategies and increase usage fee revenue by promoting our venues and services to external constituents.
Technology specialist for the department. Researching and recommending strategies for using technology to enhance effectiveness and efficiency of department. Work with appropriate parties for implementation. Facilitate creating and maintaining online forms for the department. Create and maintain training manuals for all in house tech programs and provide training for all staff. Digital media manager for the department, supervising the Web Content Manager Assistant and Digital Media Interns. Serve as the primary person in the department for research, upgrade and purchasing of new technology to increase operational excellence. Serve as the Advance level support (user) in 25Live for the Facilities Operations department and Student Activities department.
Provide information and rationale for the development of new policies and procedures governing facility operations for special campus events. Communicate information concerning scheduled events to department staff and the appropriate campus departments (i.e. University Police, custodial, West Campus Operations,etc.) in a timely manner.
Other duties as assigned as appropriate based on rank and departmental mission.

Special Notes:
This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

Stony Brook University has been tobacco free since January 1, 2016. See our policy and learn more at stonybrook.edu/tobaccofree.

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 Governor’s Office of Employee Relations at (518) 474-6988 or via email at

info@goer.ny.gov.

About Stony Brook:

Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.

If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at http://www.stonybrook.edu/police.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Schedule: Full-time
Shift: Day Shift
Posting Start Date: May 16, 2019
Posting End Date: Jun 17, 2019, 10:59:00 PM

Organization

In a little more than 50 years, Stony Brook has established itself as one of America’s most dynamic public universities, an essential part of the region’s economy, and a center of cultural excellence.

Nobel laureates, Guggenheim fellows, and MacArthur grant winners teach on our campus, making it a magnet for outstanding students. Stony Brook has been ranked in the top 1 percent of all universities worldwide by the stony London Times Higher Education—QS World University Rankings. U.S. News & World Report ranks Stony Brook among the top 100 best national universities. A member of the elite Association of American Universities, Stony Brook is among the 62 best research institutions in North America. Stony Brook faculty are leaders in significant national and worldwide projects, including the reconstruction of Iraq’s public health systems and museums, the management of the national parks of Madagascar,

and uncovering the causes of lobster mortality in Long Island Sound.

The entrepreneurial energy and economic strength of the University bring a combined benefit of $4.7 billion to the economy of Long Island. Stony Brook has a remarkable record of fruitful collaboration with private enterprise. The only university in New York State to have two Centers of Excellence, in biotechnology and wireless technology, Stony Brook has promoted the launch of 44 companies through its high-technology incubators.

Stony Brook University Medical Center is home to Suffolk County's only tertiary care hospital, with nearly half a million patient visits each year. Stony Brook University Health Sciences Center comprises the Schools of Dental Medicine, Health Technology and Management, Medicine, Nursing, and Social Welfare, and the Graduate Program in Public Health. The Long Island State Veterans Home is operated by Stony Brook University’s Health Sciences Center, and serves as a site for the education and training of long-term care and geriatric health care professionals.

Stony Brook’s Staller Center is Suffolk County’s leading arts venue. A rich Stony Brook 1 program of theater, dance, classical music, and popular entertainment make Staller a vibrant attraction throughout the year. The Center hosts masterclasses and concerts by the world-renowned Emerson String Quartet, resident faculty at the University, and the spring Chamber Music Festival.

Each summer, the Stony Brook Film Festival brings leading and emerging filmmakers and fans to the campus.
One of America’s most diverse universities, Stony Brook celebrates the rich heritage of immigrant New York at the Charles B. Wang Center celebrating Asian and Asian American cultures. A second site, in the heart of Manhattan, connects the University to the world’s greatest city.

Stony Brook is an engine of invention, creativity, and opportunity that has become a national model and a resource for the world.

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