Events Coordinator

Brady-Johnson Program in Grand Strategy

80099BR

CLOSED TO FURTHER APPLICATIONS

Events Coordinator

L34 - Local 34 (Yale Union Group)

Full time

Regular

Labor Grade D

Click here to see our Wage Ranges

Administration

37.5

Standard (M-F equal number of hours per day)

Central Campus

31 Hillhouse Avenue
New Haven, CT 06511

International Security Studies (ISS) is a research and teaching hub of the Yale Jackson School of Global Affairs, dedicated to the study of international history, grand strategy, and global security. ISS is comprised of multiple research programs that organize a wide range of event programming on campus, ranging from visiting speakers to conferences, workshops, and other symposia, enriching the Yale community. Reporting to the ISS Executive Director and the Operations Manager, the Events Coordinator helps plan, coordinate, and organize these events for ISS and its constituent sub-programs, including the Brady-Johnson Program in Grand Strategy; the Schmidt Program on Artificial Intelligence, Emerging Technologies, and National Power; the Johnson Center for the Study of American Diplomacy; and research initiatives dedicated to nuclear strategy, maritime and naval history, and security on the African continent, among other areas. During peak periods of the semester, ISS often hosts multiple events per week, some of which require the Events Coordinator’s on-site management. Availability is required for some evening and weekend events.

Other requirements of the position include: communicating with and organizing travel and accommodations for presenters and visiting speakers; booking event venues on and off campus; hiring and managing caterers; making restaurant reservations for small and large groups; on-site management of events as needed, to include responsibility for physical room setup and breakdown as well as basic A/V support; managing the ISS calendar of events and creating event registration websites; and serving as the logistical point of contact for visitors and speakers, liaising with relevant Yale partners such as Hospitality, Conferences & Events, and Media Services.

The Events Coordinator also manages financial transactions related to events under the guidance of the Jackson School’s Finance and Administration office, including: processing of travel-related reimbursements, payments of honoraria, vendor set-ups and payments, expense reporting, check requests, and office purchases.

1. Designs, coordinates and oversees the logistical and high level administrative support needs of multiple, complex, and widely distributed educational events, conferences and/or other events. 2. Serves as principal source of information to students, staff, and faculty on event activities. 3. Coordinates with vendors to negotiate costs and determine requirements of renter in regard to technical, security and/or other requirements. 4. Designs and prepares various marketing materials. 5. Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records. 6. Serves as liaison with vendors on event-related matters. Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events. 7. Oversees, instructs, and coordinates activities of support staff. 8. May perform other duties as assigned.

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little of no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Proven ability to plan and manage large events and to handle multiple responsibilities simultaneously. Ability to represent International Security Studies and the Brady-Johnson Program in Grand Strategy at events with prominent guests and with Yale officials. Excellent interpersonal skills.

Ability to prioritize to meet deadlines with conflicting demands, and to multitask effectively. Strong attention to detail, thoroughness and follow-through. Ability to function effectively as part of a team as well as independently.

Excellent office and account management skills; Proven ability to create and adhere to event budgets and timelines. Ability to handle sensitive and confidential subject matter with discretion. Proficiency with event planning tools such as Microsoft Outlook, Excel, EventBrite, and Zoom, or the technical capability to learn.

Excellent written and oral communication skills. Demonstrated highly proficient skills in computer applications, including MS Office Suite. Knowledge of mail merge procedures. Ability and willingness to learn and work with new technology and programs, including the Center's event calendar system.

Demonstrated resourcefulness and independent judgment in problem-solving while under pressure. Ability to take initiative and anticipate actions needed. Proven ability to work with outside vendors and co-workers.

Familiarity with Yale processes and systems for booking travel and reimbursing expenses through Workday. Experience with poster design and graphics-related tools and software. Interest in global affairs and the content of ISS-sponsored event programming.

Occasional

Occasional

No

No

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

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The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

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