Internal Events Manager

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $90,000 - $103,000

Position Summary

Reporting to the Associate Director of Building Services Administration, the Internal Events Manager is responsible for managing the planning and implementation of a broad array of internal events. The Internal Events Manager works with faculty, University administration, teaching assistants, and students to plan, organize, and execute events and programming. The incumbent will propose best practices for assigned events and act as project manager of the event planning and implementation pipeline while working closely with relevant stakeholders and vendors. Responsibilities include, but are not limited to, managing the internal events budget, supporting the guest experience, managing cross-department event planning deadlines, development of budget estimates and reconciliations, and reporting on event data as required.

Responsibilities

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  Oversee the Law School's EMS room reservation system via the EMS Desktop Client application to do final approving of all incoming Standard (requests with custodial/AV services) and Express (requests with no services) room reservation requests for events and meetings on a daily basis as well as requests submitted via the EMS Manual Questionnaire during EMS WebApp closed periods (blackout dates, study/exam periods). This includes making informed, strategic decisions regarding the scheduling and coordination of events in close proximity.

  
  
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  Manage the preparation of and execution of events to meet the quality expectations of the various constituents, including but not limited to researching and booking space; negotiating contracts; creating event project plans, event briefs, and minute-to minute timelines; identifying staffing needs and volunteer assignments, and training volunteers; hiring and supervising technical and event staff (CUIT requests or outside vendors as needed); arranging food and beverage service; ordering supplies and audiovisual equipment; developing signage, brand, and appropriate decor; tracking inventory; and serving as onsite implementation lead.

  
  
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  Ensures all events and programs are executed in accordance with event specifics and meet all CU/CLS guidelines and policies.

  
  
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  Develop, apply, and ensure adherence to Law School event planning policies and procedures outlined in the Room Reservations Handbook as well as University Event Policies. Reviews existing policies to reassess school needs and makes adjustments as needed.

  
  
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  Develop internal events priorities and direct employees, vendors, and/or contractors to realize departmental objectives.

  
  
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  Oversee the Skedda system to schedule study/work sessions for faculty and students.

  
  
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  Works with the Associate Director of Building Services Administration in managing all Law School on-campus events and meetings. This includes, but is not limited to, consulting with the Building Events and Audio Visual (AV) teams to confirm standardized room setup, resources, and resolve conflicts prior to approving events and sending room confirmations.

  
  
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  Manage the Internal Events budget. This includes tracking event finances, creating budget estimates, reconciling budget actuals, facilitating check requests, invoicing, and generating reports.

  
  
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  Assist the stakeholders in the development and implementation of an event fiscal strategy for achieving departmental goals.

  
  
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  Review the impact of proposed plans against the event's budget and adjust accordingly.

  
  
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  Act as project manager for each assigned event, overseeing planning and execution of Law School programming, and supporting cross-departmental planning transparency.

  
  
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  Work with relevant stakeholders to assemble and manage the event planning project team, schedule regular planning meetings, and follow up on deadlines and deliverables.

  
  
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  Manage catering and develop relationships with catering vendors to draft menus and schedule deliveries; and support special events, including, but not limited to, guest access support.

  
  
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  Generates and interprets event management reports to lead weekly discussions with participating departments on a weekly basis

  
  
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  Oversees the documentation and recordkeeping of event requests and external resources, including, but not limited to, catering vendors and alternative event spaces.

  
  
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  Other duties as assigned.

  
  

Minimum Qualifications

• B.A. degree plus 1-3 years related experience in coordinating events and/or customer service.
• Administrative and office management skills, including strong knowledge of bookkeeping and scheduling.
• Strong computer skills, including accurate word processing skills, familiarity with scheduling software, databases, spreadsheets, web software, and e-mail.
• Experience with MS Office required.
• Ability and willingness to provide event support, including hospitality at events, as requested both during and outside of regular business hours.
• Position requires excellent organizational and communication skills (both verbal and written).
• Ability to work accurately while under pressure and tight deadlines.
• Must be flexible and deliver excellent customer service.
• Ability to organize work and follow through on details.
• Tact and good judgment in dealing with faculty, students, administration, and the public.
• 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.