Events Coordinator

Who we are:

The University of New Haven, founded in 1920, is a private university whose mission is to prepare students to excel and lead purposeful and fulfilling lives in a global society. The university offers more than 150 undergraduate and graduate programs and has been recognized for academic excellence, nationally and internationally. In addition to its main campus in West Haven, the university has a campus in Tuscany, Italy. Learn more at newhaven.edu.

The Events Coordinator is responsible for assisting in the administration and review of campus wide Web Requests for event/meeting/classroom space as well as support services submitted through the Event Management System by collecting and coordinating all event related logistics and developing a cohesive workflow; additional system maintenance as needed.

You will:

• Review Web Requests for space from West Haven Campus submitted through EMS; solicit information and process reservations accordingly, with an emphasis on Recognized Student Organizations
• Serves as primary contact for Recognized Student Organizations with the Office of Facilities for event management.
• Contact EMS Groups to collect and clarify event details/setup information i.e. diagrams, signage, timing, logistical needs etc.
• Utilize University’s Eventbrite software including managing and editing event registration pages for campus community, coordinating payouts for events, and operations of software
• Manage requests for grills in accordance with University Grilling Policy in collaboration with the Fire Science Club
• Flag EMS space requests in need of CBYD permits
• Track outstanding Web Request in EMS requiring CSELO or UPD approval
• Review and activate new EMS account requests
• Maintain EMS Groups annually i.e. contact info
• Maintain room images and amenities for all buildings, rooms, and equipment in EMS database
• Initiate system inventory each semester i.e. tables, chairs, stages etc. and update accordingly
• Responsible for annual scheduling blocks as needed i.e. holidays, building hours, major event blackout dates, administrative scheduling blackout dates, dining hours, German Club members, Board of Governors, etc.
• Collect and print maps/signage for sandwich boards
• Utilize Social Tables room diagramming software by sharing with event coordinators and integrating floorplans with EMS reservation.
• Create Daily Setup Worksheet Reports; distribute to Facilities Team
• In the absence of the Director, serves as primary contact for all office operations including review of all web requests, event logistics, acts as Chair of the Event Steering Committee, and all other responsibilities
• Other duties as assigned

You need:

• High School Diploma required; some advanced education toward a degree preferred
• Experience in event management and organization, scheduling and/or EMS software is highly preferred
• Outstanding verbal and written communication skills
• Attention to detail with very organized and consistent work habits
• Proficient use of Microsoft Professional products
• Understanding of web-based computer software
• The ability to multitask and manage multiple projects at the same time.
• Ability to work effectively with individuals of all levels from a variety of backgrounds and interests.

Whats in it for you:

• Health & Welfare Programs: Employees and their eligible family members, including spouses and dependent are eligible for Medical, Dental, Vision and Life Programs.
• Wellness & Fitness: On-campus Recreation and Fitness Center for employees and families; Employee Assistant Program
• Commitment to Educational Excellence: Tuition assistance for employees and eligible dependents; Tuition exchange opportunities
• Employee Discounts on products, services and educational opportunities
• Work/Life Benefits: Generous paid time off programs; progressive paid holiday schedule (including holiday break between Christmas and New Year’s); 4 weeks of parental paid leave; flexible work schedules including summer hours where applicable

*The University of New Haven is not a qualifying E-Verify employer and its use of E-Verify is limited to specific government projects. For that reason, candidates with STEM OPT authorization cannot be considered for employment.