• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $78,000- $87,500

Position Summary

The Assistant Director of Event Planning & Logistics at the Fu Foundation School of Engineering and Applied Science (SEAS) reports directly to the Director of Strategic Events & Programming. In this capacity, their primary responsibility is to help plan and coordinate logistical support from key departments and centers for Engineering events and gatherings held on the Columbia University campus and at offsite venues as required. This position encompasses the planning and execution of a wide range of school-wide events with faculty, staff, and students, as well as events with both internal & external participants, other educational institutions, industry partners, federal agencies, and other stakeholders.

Responsibilities

• Event Planning & Logistics (55%):

  • Event Planning:

    • Assist the Director with the coordination and management of key school-wide events or larger strategic events including supporting organizers (e.g. faculty members, research centers, administrative offices) in ascertaining catering, room setup, AV needs, booking spaces, and outreach to relevant campus partners (e.g. AV, Building Services and Public Safety).

    • Support strategic event planning and analysis, including conducting research and preparing documents, presentations, and communication.

  • Event Logistics:

    • Collaborate with campus partners to ensure accurate logistical support, including placing work order requests for event-related components (furniture installation, additional electrical needs, AV requirements, etc.) and documenting event timelines and budgets.

    • Convene and participate in meetings to gather, synthesize, and disseminate information to coordinate the logistical support for the event, particularly from campus partners including AV, Building Services, and Public Safety as well as other vendors and entities involved with the event.

    • Execute post-event wrap-up tasks such as archiving event photos and collateral materials, and capturing data for analysis and reporting.

  • Event Staffing and Resource Management:

    • Assist the Director to manage event staffing, including collaborating with the Human Resources team, department liaisons, and unit leads to recruit, onboard, and supervise volunteers and oversee temporary staff.

    • In partnership with the Director, identify roles and responsibilities for other members of the strategic events team, as needed, to support the event.

    • Supervise event interns and other event support staff.

  • Event Supply Management:

    • Manage the strategic events team inventories of props, banners, furniture, and other items utilized during events; procuring additional items as needed.

    • Anticipate and prepare the registration and supply needs for events.

    • Venue Coordination:

      • Reserve space for events, meetings, and gatherings.

      • Create diagrams and memos as necessary.

      • Compare venues, caterers, and vendors to keep costs down without compromising on services.

      • Manage the contracting and invoicing processes for any external rentals required for events.

• Process Innovation and Sustainability (20%):

  • Assist the Director in streamlining event management processes, guidelines, and logistics, leveraging cutting-edge tools and methodologies to reduce costs, enhance efficiency, and optimize the overall event planning experience.

  • Maintain documentation for the planning and implementation of the event to allow for replication.

  • Manage post-event debriefs as needed, making note of changes to procedures or plans for future events, as well as communicating suggested and required future adjustments to the organizer and logistical support partners.

  • Registration System Optimization:

    • Research technologies and best practices trends on registration and event software platforms, and report on event technology needs.

    • Develop and maintain selected event registration systems.

    • Employ data analytics to inform future event promotion strategies and event planning decisions.

  • Contact Database Curation:

    • Assist the Director to curate and maintain a robust internal contacts database, strategically utilizing this resource to optimize communication efforts and bolster the effectiveness of event marketing campaigns.

• Vendor Relations (10%):

  • Manage relationships with university venue managers, offsite venues, and vendors (e.g., catering, AV, etc.).

  • Identify event venues, solicit bids, manage vendor relationships and client communications, create and negotiate contracts, and manage budgets for events taking place at the Engineering School and additional offsite venues.

  • Provide excellent customer service, act as a thoughtful and considerate colleague, and represent the Engineering School to vendors and external parties.

• Event Communications (5%):

  • Liaise with the SEAS Communications team to execute targeted marketing campaigns that promote attendance and event participation.

  • Coordinate with Departments and Centers to populate and maintain event communications calendar and work with the SEAS Communications team to execute on-campus, external, and digital mailings as they relate to assigned events.

  • In addition to event promotion and coverage, work with the Communications team to develop content that can be repurposed across all Engineering communications platforms after an event has concluded.

• Budget and Financial Responsibilities (5%):

  • Responsible for procuring goods and services via various University systems including making travel arrangements, procuring goods via the CU marketplace and or with a procurement card. Work with colleagues to create/complete more complex financial transactions.

  • Post-event budget reconciliation, reviewing transactions, and ensuring costs are aligned with estimates.

• Miscellaneous (5%):

  • Assist the Director with special projects.

  • Additional duties as assigned.

Minimum Qualifications

• Education:

  • Bachelor's Degree

• Experience:

  • At least 3-5 years of experience planning small and large events, preferably in a higher education setting.

  • Demonstrable project management expertise in planning and executing events of various sizes, from seminars to multi-day symposia.

• Skills:

  • Strong initiative, results-driven, and capable of both independent and collaborative operation.

  • Proficiency in MS Office, Google Suite, Zoom webinar, platforms for link tracking, email marketing systems, Adobe Creative Cloud, Canva, and web content management systems such as Drupal

  • Must meet deadlines and follow through on details with accuracy and good judgment.

  • Problem-solving skills, sound judgment, and ability to negotiate effectively.

  • Exceptional writing skills, with attention to detail and organization.

  • Technological proficiency and potential to learn new skills.

  • Excellent interpersonal and communication skills.

  • Proven ability to work in a dynamic environment, managing multiple projects and shifting priorities.

  • Understanding of an academic environment, working within the confines of a busy campus.

  • Demonstrated ability to collaborate effectively across departments and centers.

  • High level of discretion with a customer service mindset.

  • Proven flexibility, proactive approach, and competence in engaging with varied audiences.

  • Ability to interact professionally in a service-oriented environment subject to frequently changing priorities that may require re-prioritization of daily operations.

  • English fluency and financial literacy for budget management and reporting.

  • Ability and willingness to provide event support, including hospitality at events, during business hours as well as outside usual business hours, as requested.

Preferred Qualifications

• Experience with event management and executive support.
• Demonstrated supervisory experience.
• Knowledge of engineering, medical research, or related sectors.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.