Event Coordinator Assistant

About SUNY Old Westbury:

The State University of New York at Old Westbury is a dynamic and diverse public liberal arts college that fosters academic excellence through close interaction among students, faculty and staff. Old Westbury weaves the values of integrity, community engagement, and global citizenship into the fabric of its academic programs and campus life. In an environment that cultivates critical thinking, empathy, creativity and intercultural understanding, we endeavor to stimulate a passion for learning and a commitment to building a more just and sustainable world. The University is a community of students, teachers, staff, and alumni bound together in mutual support, respect, and dedication to the Mission.

SUNY Old Westbury serves large populations of underrepresented, first-generation, and non-traditional students. Candidates with experience working with a similar student body, and a demonstrated commitment to supporting these populations, are strongly encouraged to apply.

Since its foundation in 1965, SUNY Old Westbury has been committed to social justice, diversity, and the empowerment of traditionally underserved populations. The University serves a large proportion of non-traditional students and has earned the prestigious Higher Education Excellence in Diversity Award from Insight into Diversity magazine for six consecutive years.

Located on a 604-acre campus on Long Island, Nassau County, about 40 miles from New York City, SUNY Old Westbury comprises four Schools (Education, Business, Arts and Sciences and Professional Studies) with total enrollment of 4400 students. For more details about the SUNY Old Westbury, please refer to our website at www.oldwestbury.edu.

Job Description:

Under minimal supervision, assist the Director of Facilities Rentals in creating a positive experience for those who use the College facilities for campus events. The Event Coordinator Assistant collaborates with college departments/clients on all aspects of their event including assisting with event set-up; coordination and scheduling; prep meetings with organizations; preparation and maintenance of event documents; and other duties as assigned. This is a full-time position with flexible hours that will include nights, weekends and holidays. The scheduled work days and hours will change from week to week governed by the needs of the business.

Responsibilities include but are not limited to:

• Gather information about the Client's (internal and external) objectives.

• Liaison between the Client (internal and external) and food services.

• Create schedules of all activities for staff to follow during events.

• For External Events: Communicate with vendors and suppliers before, during, and after the event; be present and visible during each event making direct contact with each event's organizer.

• Collaborate with appropriate internal departments to ensure necessary audio/visual support is in place.

• Handle problems that arise to ensure a successful event.

• Assist in the preparation of permits and other documents, filing, and the accurate collection of outstanding fees/documents related to the event.

• Collaborate with food services, cleaning crews, and other workers who will set up, work during, and clean up after the event.

• Ensure that events comply with insurance, health, and safety standards.

• Attend permit committee meetings, organize and distribute meeting minutes in a timely manner.

• Other duties as assigned.

Requirements:

Minimum Qualifications:

• A minimum of an Associate's degree (foreign equivalent or higher) from an accredited institution, or an equivalent combination of experience such as:

• two (2) years of full-time experience in business or event/catering planning and execution; and/or one year of college credits and one (1) year of full-time experience in business or event/catering planning and execution.

• A minimum of two (2) years full-time experience in business or event planning and execution experience.

• Exceptional oral and written communication skills for dealing with clients, vendors and staff.

• Strong organizational and planning skills to coordinate the actions of multiple parties.

• Creative thinking skills to assist in event design and logistics.

• Multitasking ability necessary to move from one task to another at a fast pace.

• Computer skills for using events management software, word processors, spreadsheets, and e-mail.

• Knowledge of risk management to identify potential legal liabilities and take steps to mitigate them.

• Good networking skills to build relationships with vendors and suppliers and attract new customers.

• Must be a self-starter.

• Must be able to carry at least 50 pounds.

• Must be able to work a flexible schedule including nights, weekends, holidays and alternating shifts depending on the needs of the business.

Preferred Qualifications:

• Bachelor's degree (foreign equivalent or higher) from an accredited institution in public relations, communications or hospitality management or related degree.

• Familiarity with operating various audio/visual technology.

• Certification in event planning.

Additional Information:

Salary range: $41,372.00 - $51,000.00 commensurate with education and experience

Comprehensive benefits package: https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/FTUUPbenefitsummary-Jan-2024.pdf

Position Type: Professional

Official Budget Title: Instructional Support Assistant

Campus Title: Event Coordinator Assistant

Department: Facilities Rental

FTE: Full-time

Negotiating Unit: UUP

Salary Grade: SL-1

FLSA Status: Exempt

The successful candidate must be authorized to work in the United States.

The State University of New York at Old Westbury is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, age, color, religion, sex, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.

If you require an accommodation for a disability in order to participate in the selection process, please contact the Office of Human Resources/Affirmative Action located in the Campus Center, Room I-211 or by calling (516) 876-3179.

The Annual Security and Fire Report is filed as required by federal law. The purpose of this report is to provide faculty, staff and students with campus safety information, including crime statistics and safety policies and procedures. The report contains information regarding security and personal safety, including topics such as crime prevention, fire safety, crime reporting policies, disciplinary procedures and other matters of importance related to security and safety on campus. The report also contains information about crime statistics for the previous three calendar years. You can obtain a copy of this report by contacting the University Police Department (516) 876-3333 or by downloading a copy.

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.

Application Instructions:

Please submit the following online at https://oldwestbury.interviewexchange.com:

• cover letter,
• resume,
• contact information (name, email address and telephone number) for three (3) references, and
• a fully completed Old Westbury employment application (available during the online application process).

Only applications submitted online will be considered.

Internal and external search to occur simultaneously.

CLOSING DATE FOR RECEIPT OF APPLICATIONS: March 29, 2024

VISA sponsorship is not available for this position.

We encourage protected veterans, individuals with disabilities, women and minorities to apply.

Employment in this position will be contingent on the College's verification of credentials and any other information required by federal or state law, and SUNY Old Westbury polices, including the completion of pre-employment screening.