• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $72,000 - $80,000

Position Summary

University Life is a central division that works with Columbia’s 17 schools and colleges and serves as a student life hub. We are committed to promoting a diverse and inclusive campus culture where students can thrive in all dimensions of their lives. We focus on connecting students to each other, to the broader University and surrounding community, and to opportunities beyond their schools.

University Life was created to develop and enhance the student experience at Columbia University. Working in collaboration with students, faculty, and staff, University Life focuses on enhancing the student experience by strengthening resources, policies, and conversations, and building community outside of the classroom. Our efforts all connect to core values for the Columbia community:

• Inclusion and belonging

• Health and well-being

• Sexual Respect

• Community Citizenship

Reporting to the Director, of Events and Operations, the Assistant Director of Events will provide full oversight to ensure all internal events are delivered in accordance with the division’s standards for quality and consistency. The Assistant Director of Events will focus on supporting all internal and student group events placed in University Life spaces. The Assistant Director is expected to help create a pleasant environment and experience for all CU affiliates, constituencies, clients, and guests. The Assistant Director of Events will provide on and off-site supervision for all supported events and make recommendations for improving services and events policies and procedures across the division.

Responsibilities

• Manages and supports all internal and student group events held within University Life-managed spaces, including all associated tasks [work order tickets, email/system, Events Management Software (EMS) confirmations, etc.].

• Represents University Life and the events team when liaising with organizers (e.g. student groups, schools, administrative offices, etc.) interested in hosting events in University Life-managed spaces as directed by the Director or other senior staff. Assists the Director with the coordination and management of key events including supporting clients and organizers in ascertaining catering, room setup, AV needs, booking spaces and outreach to relevant campus partners (e.g. CEM, Facilities, CUIT, Public Safety, etc.) and attends event reviews for student groups and special events. 

• Reviews and manages all online requests from EMS, the University’s event scheduling platform; organizes outreach to event organizers as needed per the event space and services requests indicated on the online request form. Reserves space in EMS for events, meetings, gatherings, and courses. Provides assistance communicating University Life’s event-related policies and procedures. 

• Performs key tasks to support EMS, required to optimize its functionality and user experience; common tasks may include:

  • Ensuring that the system is set up properly for all users;

  • Creating user accounts;

  • Ensuring that all data is up to date and accurate;

  • Liaising with campus partners on event placement and updates to space usage;

  • Compiling and analyzing data for reporting purposes.

• Provides or coordinates on-site support during the event set-up and the event itself, as directed by the Director. The Assistant Director must be prepared to provide on-site support on nights and weekends as necessary. 

• Collaborates with campus partners to ensure accurate logistical support. This includes but is not limited to placing work order requests for event-related components (custodial cleaning, furniture installation, additional electrical needs, assembling step-and-repeats, etc.) 

• Maintains documentation for the planning and implementation of the event to allow for replication and document timelines such that the Facilities team is aware of what is needed, holistically, for events that run concurrently and/or back-to-back in various campus venues. 

• In collaboration with the Director and other events personnel, manages relevant campus partner meetings: event reviews, calendaring, developing the agenda, disseminating necessary materials, taking notes, and facilitating follow-up as necessary.

• Works closely with the Administration & Operations team to support and manage event-related tasks and responsibilities, including site visits, walk-throughs, work orders, meeting with campus partners, etc. as needed

• Coordinates walkthroughs of event space and classroom space to identify correct capacities and determine necessary maintenance, and places work orders accordingly. 

• Assists the events team staff with the development and implementation of appropriate processes and guidelines for events. 

• Answers correspondence sent to the events team's general email and other emails administered by the events team as needed. 

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

• Supports strategic planning and analysis, including conducting research and preparing documents, presentations, and communications.

• Supervises student/event associates and manages the building staff schedules, including events calendar.

• Serves as backup to the Associate Director of Events and Sales and other events and operations team members as needed.

• Other duties as assigned

Minimum Qualifications

• Bachelor’s degree and/or its equivalent experience required.

• 3-5 years related experience.

• Experience working in a higher education setting with a diverse student body and knowledge of issues related to the student experience.

• Must be able to work with diverse constituencies and support an inclusive and dynamic work environment.

• Experience working with and/or advising student organizations.

• Highly skilled in building and maintaining relationships with a wide variety of stakeholders.

• Impeccable attention to detail. 

• Strong oral and written communication skills.

• Ability to manage multiple priorities in a fast‐paced environment and work independently.

• Experience with Microsoft Word, Excel and PowerPoint. 

• Ability to provide on-site support on nights and weekends if necessary.

Preferred Qualifications

• Experience with EMS (Events Management Software) is a plus.

• The right candidate is patient, solutions-oriented, and enjoys working with others to build community. 

• Requires flexibility, creativity, and enthusiasm with a strong desire to effect change and positively impact the student experience.

• Exercises sound judgment, patience and maintains a sense of humor.

Equal Opportunity Employer / Disability / Veteran

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