What are the responsibilities and job description for the Parks Alumni House Event Coordinator position at State University of New York, Cortland?
The Event Coordinator of the Lynne Parks ’68 SUNY Cortland Parks Alumni House will be responsible for coordinating both small—and large-scale events at the Parks Alumni House while building strong and positive relationships with all event hosts and attendees. They will provide clear and direct communication regarding the 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.
What makes SUNY Cortland a great place to work?
- Our positions provide predictable salary progressions, and many offer permanency.
- Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement.
- SUNY Cortland prioritizes work-life balance and well-being in all forms. The university’s state-of-the-art Student Life Center is free for employees to use, with membership options for families. SUNY Cortland’s Child Care Center welcomes the children of employees and community members, as space allows. Alternate work schedules are available with a supervisor’s approval.
- Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding.
- Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region’s offerings
Major Responsibilities
- Serve as the primary contact for event inquiries, potential users, event hosts, attendees, etc., for the Parks Alumni House
- Schedule events at the Parks Alumni House
- Responsible for ensuring the creation or ordering of the materials needed for events, such as itineraries, timelines, food labels, menus, programs, seating charts, and checklists in an easy-to-understand and professional format for events at the Parks Alumni House
- Manage inventory needs for the Parks Alumni House, including ordering supplies for events, such as linens, napkins, coffee/tea or cups, and/or other event supplies as needed
- Serve as the main contact with third-party vendors, such as florists, caterers, linens, etc., regarding services needed for events at the Parks Alumni House
- Responsible for establishing event contracts, as well as collection of payments for services, and following best practices when contracting with vendors and clients for events at the Parks Alumni House
- Assist the Associate Director of Campus Event Management in creating and implementing the marketing and social media plan for the Parks Alumni House
- 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
- Responsible for supervising at least one to two student interns or student employees
- Assist the associate director of campus event management in determining the number of team members needed per event
- 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
- Manage and update communications for the Parks 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
- Maintain Parks Alumni House records such as processing payments, payment records, discounts, NYS sales tax, and usage
- Complete the annual market and vendor analysis for the Parks Alumni House
- Create, market, and advertise Parks Alumni House’s own events with the assistance of the campus event management associate director
- Assist the associate director of campus event management in the creation and execution of stewardship for Parks Alumni House trustees, donors, volunteers, and the Alumni Association Board, which includes participating in volunteer days, attending Alumni Board meetings and dinners, and creating reports and presentations
Functional and Supervisory Relationships
- Report to the associate director of campus event management
- Serve as supervisor for Parks Alumni House interns for both the fall and spring semesters
- Assists in supervising student interns and/or employees and the event support assistant during events
- Works closely with the Office of Campus Event Management and Alumni Engagement
Required Qualifications
- Associate’s degree
- Experience with event coordination and execution
- Minimum of 1 year of experience in customer service
Preferred Qualifications
- Bachelors Degree
- Experience with marketing/advertising and/or sales
- 1-year supervisory experience
- Experience working within set budgets
- Experience working and/or supervising student interns or employees
- Experience working in higher education
About the University
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
