Event Operations Coordinator

Position Focus :

Reporting to the Senior Manager, Operations, the Event Operations Coordinator (EOC) shall be responsible for the creation and execution of a range of department conferences, events and operational projects. As part of the YC&E program team, the EOC is responsible for short and long-term planning and execution of academic year and summer programs. The EOC will ensure the successful delivery of services and projects.

The EOC will be responsible for the following :

Manages the process for and coordinates administrative activities relative to the summer activities registration. Establishes, selects, implements, and coordinates procedures and systems.

Maintains content and FAQs on the summer activities registration website, as well as drafts communications as needed. With the Senior Manager, Marketing & Communications create a plan for increasing awareness of registration requirement for summer activities.

Manages entire contracting process for internal and external academic year programs and summer programs. Generates contracts for academic and summer programs, utilizing Salesforce templates and systems and interfacing with Office of General Counsel as needed. Ensure contracts are signed and insurance is collected where appropriate.

Liaises with Athletics on indoor and outdoor space to accommodate program athletic courses. Manage all internal Yale classroom requests from end of May to early August.

Balances competing priorities to meet all program requirements and manage the delivery of services by working closely with both internal and external service providers contracted on behalf of YC&E. Leads service provider meetings with YC&E and communicates clients operational and programmatic requirements.

Manages relationships and creates systems with internal and external providers, including delivery of all services contracted by YC&E working closely with providers such as, Yale Hospitality, Media Services, Facilities, Athletics, Custodial Services, Security, and Yale Police, and other stakeholders such as residential college staff.

Utilizes Salesforce event management database to provide constant client communication and manage the workflow between YC&E and the Yale Housing team, and create processes to manage data, which includes reports to be distributed to University stakeholders.

Creates, tests, monitors, and maintains online CVENT conference web pages, registration forms, Attendee Hub virtual platform and apps. Consults registrants with registering, editing and cancelling registrations, payments and refunds.

Act as a lead for onsite, large University events the department handles. Provides direction and information to the attendees about the conference. Greet and assist VIP speakers.

Responsible for data integrity of Salesforce platform, ensuring that deadlines are met.

Responsible for fortifying client relationships that enhance Yale’s academic and financial mission and identifying operational solutions that reduce overhead cost while producing greater operational efficiencies.

Initiates and develops all aspects of a conference, event, or summer program budget, and works with the client to evaluate the appropriate price structure while managing interactions with internal and external service providers.

Manages a roster of summer housing programs and serves as main point of contact for individual housing.

Handles all aspects of program logistics for assigned academic year and summer programs; including on and off campus housing, food and beverage, space requests, media services, print, travel, etc.

Advise clients regarding line-item expenses and ensure that the funding sources are sufficient to cover the program budget.

Reconcile budgets for invoicing and ensure all charges are accounted for, accurate and explained properly.

Essential Duties

1. In support of the overall mission, plans, directs and oversees programmatic activities. 2. Develops, implements, and maintains operational policies and procedures. 3. Manages program communications; identifies outreach potential, and promotes philanthropic and collaborative support of the program. 4. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans. 5. Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program. 6. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives. Develops metrics to identify and measure the success of the program. 7. Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications. 8. Develops and manages the program's operating budget. 9. Manages the administrative infrastructure of the program. Manages human resources including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs. 10. May perform other duties as assigned.

Required Education and Experience

Bachelor's Degree in a related field and two years of related experience or an equivalent combination of education and experience.

Required Skill / Ability 1 :

Proven record for superior customer service. Flexible upbeat team player.

Required Skill / Ability 2 :

Talented problem solver, able to react quickly and have composure under pressure. Excellent written and verbal communication skills, superior interpersonal skills.

Required Skill / Ability 3 :

Demonstrated ability to multitask and deliver requested results.

Required Skill / Ability 4 :

Excellent computer skills. Superior organizational skills and flawless attention to detail. Very proficient with utilization of various technologies and software (Drupel, Salesforce, Excel, StarRez, Adobe Illustrator, PowerPoint and Word).

Required Skill / Ability 5 :

Highly proficient at managing multiple priorities while exceeding client expectations. Quick study. Excels in fast paced, results oriented, community environment.

Preferred Education, Experience and Skills :

Experience with Cvent, Salesforce and other database systems. Experience in summer programs. Hospitality experience.

Drug Screen

Health Screening

Background Check Requirements

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.

Posting Disclaimer

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.