Event Operations Coordinator - Major Events

039591

50601-7091

Advancement and External Affairs

Event Operations Coordinator - Major Events

Syracuse, NY

Commensurate with Experience

S4

Non-exempt

Full-time

Syracuse, NY

Not Applicable

This position fills a critical role in providing logistical, administrative, and event support in the planning and execution of multiple, high-profile events on the University campus and in other locations that are implemented by the office of Major Events and the division of Advancement and External Affairs. These responsibilities include providing event implementation, coordinating volunteers, coordination of support services, providing administrative support to departmental staff and handling office management tasks. He/ She coordinates contract and payment processes, communications and materials for programs and events. He/ She serves as the front-facing point of contact for inquiries via phone and email for major events, including Commencement. The position implements divisional events and attends events to support guests and staff, noting these often occur on nights and weekends. This position will be responsible for supervising student staff and volunteers (approximately 10 per event) during events and solving logistical problems quickly, efficiently, and independently.

Manage, coordinate and provide administrative support for the programs and events supported by the office of Major Events. This includes but is not limited to events supporting Advancement and External Affairs, Chancellor’s office, Board of Trustees, and schools/colleges. Serve as process manager to coordinate operational and logistical items, including scripts, run of shows, venue and staging diagrams. Support the day-to-day work of the office and staff, including but not limited to coordinate calendars including scheduling appointments, meeting preparation and travel arrangements; help prepare and organize correspondence and documents, coordinate program logistics, and prepare department budget/spending forecasts, purchase orders, credit card reconciliations, and expense reports.

Support the planning and on-site staffing of divisional events, as well as University events that may occur outside of Syracuse, NY. Provide event implementation, secure/coordination volunteers. Provide volunteer direction and staffing of events and programs on and off campus including set-up, breakdown, registration, and check-in. This includes serving as a liaison for campus/external vendor support services, AV and facilities to coordinate logistical details and planning.

Oversee the communications functions of the office including liaison with marketing, communications, print vendors, and external vendors. Coordinate event registration processes. Oversee departmental website and all related content. Manage external communications received from internal and external constituencies for response/delegation. Provide positive and supportive interactions/interface with internal and external constituencies via phone, email and in-person.

Serve as liaison to all AEA departments and campus administrative offices including Purchasing, Payroll, Budget, Disbursements, Advancement Services and Comptroller. Coordinate data requests and retrievals with specific criteria from Advancement Services, TSS and other university departments. Coordinate vendor contracts, approval and payment process. Ensure University protocols and guidelines are in place before securing services.

Manage and assist the Executive Director in the daily functions of the Major Events office, including establishing work priorities, recruitment and assignment of student, temporary and volunteer staff. Oversee the process of hiring, training, scheduling and assessment work-study students to support the operations of the Office.

#HEJ

In addition to completing an online application, please attach a resume and cover letter.

Syracuse University is a private, international research university with distinctive academics, diversely unique offerings and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and nearly 150 years of history, Syracuse University offers a quintessential college experience.

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