Parks Alumni House Event Coordinator

Budget Title Clerical Specialist I Campus Title Parks Alumni House Event Coordinator School/Division Research Foundation Department RF Parks Alumni House Staff Sub-Type Research Foundation Salary Level No Response Salary Range $40,000-$45,000 Position Effort Full-Time If Part-Time, enter FTE: Is this a temporary position? No If Temporary, enter End Date: Position Summary

The Lynne Parks '68 SUNY Cortland Alumni House seeks an enthusiastic Event Coordinator to join our team. The Event Coordinator will be responsible for coordinating both small and large-scale events at the Alumni House, while building strong and positive relationships with all event hosts and attendees. They will provide clear and direct communication regarding planning and execution of high-quality events and functions at the Parks Alumni House. They must facilitate the needs of clients, sponsors, and vendors as they relate to events in an efficient and effective manner to provide a positive experience.

As a Research Foundation employee at SUNY Cortland, this position includes yearly cost of living increases and access to professional development opportunities. This position also includes retirement benefits, attractive Health Care options, including dental and vision insurances, and paid parental and family leaves. This position also offers paid time off and supports a work/life balance with annual compensation of $40,000-$45,000 DOE.

Major Responsibilities

Major Responsibilities

• Responsible for the coordination and execution of special events scheduled at the Parks Alumni House, under the direction of the associate director of campus event management.

• Serve as the primary contact for events inquiries, potential users, event hosts, attendees, etc. for the Alumni House

• Serve as the contact with third party vendors such as florist, caterers, linens, etc. regarding services needed for events at the Alumni House

• Responsible for establishing event contract services, including payments for services, following best practices when contracting with vendors for events at the house

• Responsible for audio visual support for Parks Alumni House events as needed, including setting up our portable screen and projector, our smart TV and playing music on various devices

• Assist the Associate Director of Campus Event Management in creating and implementing the marketing and social media plan for events at the Alumni House.

• Responsible for ensuring there are needed materials for events, such as food labels, menus, programs, seating charts, itineraries, timelines, and checklists in an easy-to-understand and professional format for events at the Alumni House

• Manage inventory needs for the Parks Alumni House, including the ordering of supplies for events; linen, napkins, if coffee/tea or cups and/or other event supplies as needed

• Actively participate in local business networking opportunities to promote and sell the Parks Alumni House as an event venue

• Ensure the cleanliness of the facility during the event meets the standard set by the associate director of campus event management

Clerical Support Responsibilities

• Responsible for managing and updating communications for the Alumni House, including oversight of emails and phone messages, website information, and social media, ensuring all messages and information align with campus policies and procedures

• Maintains Parks Alumni House records such as, processing payments, payment records, discounts, NYS sales tax, and usage

• Compile market and vendor analysis for the Parks Alumni House on an annual basis.

• Assist with marketing and advertising of the Parks Alumni House events, under the direction of the associate director of campus event management

• Assist the associate director of campus event management in creation and execution of stewardship for Parks Alumni House trustees, donors, volunteers, and the Alumni Association Board

Knowledge, Skills and Abilities (KSA's)

• Demonstrated self-initiative and ability to adapt to a fast-paced and ever-changing environment.

• Proficient knowledge in Microsoft Office Suite, Adobe Suite, and other software applications.

• Ability to work nights and weekends, or as scheduled for events at the House.

• Ability to work in a team environment and also individually as needed

• Strong organizational skills.

• Ability to work with a wide range of constituencies in a diverse community.

• Strong critical thinking skills.

• Ability to problem solve.

Functional and Supervisory Relationships

• Report to the associate director of campus event management.

• Serves as supervisor for Parks Alumni House interns for both the fall and spring semesters.

• Assists in supervising student employees and the event support assistant during events at the house

• Works closely with the Office of Campus Event Management and Alumni Engagement and Alumni Engagement.

Required Qualifications

• High school diploma or its equivalent with at least 2 years hospitality or event coordination experience; or some completed college courses in business administration or hospitality, or other relevant area and 1 year of relevant experience in the service industry working in events, for example, wedding events, catering services, food service industry, etc.

• Minimum of 1 year of experience in customer service

Preferred Qualifications

• Associate's degree in business administration, hospitality, or other relevant area of study

• Demonstrated experience with marketing/advertising and/or sales

• 1year of supervisory experience

• Experience working within set budgets

EEO Statement

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY

will not discriminate in its employment practices due to an applicant's race, color, creed,

religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation,

gender identity or expression, transgender status, age, national origin, marital status,

citizenship, physical and mental disability, criminal record, genetic information, predisposition

or carrier status, status with respect to receiving public assistance, domestic violence victim

status, a disabled, special, recently separated, active duty wartime, campaign badge, Armed

Forces service medal veteran, or any other characteristics protected under applicable law.

Job Close Date

Posting Detail Information

Posting Number S23154 Review Start Date 07/10/2024 Open Until Filled Yes Quick Link for Direct Access to Posting https://jobs.cortland.edu/postings/8793

Special Instructions

Special Instructions to Applicant

Special Instructions to Applicant