Associate Director of Building Services Administration

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $90,000 - $100,000

Position Summary

Reporting to the Executive Director of Building Services and Capital Planning, the Associate Director of Building Services Administration leads the Internal Events team and oversees event planning, space reservations, guest access, and related financial administration. The Associate Director develops centralized systems and processes, coordinates services across departments, and provides guidance and training to Law School staff to ensure well-executed events and responsive service.

The position works closely with faculty, staff, University partners, and external service providers to anticipate needs, resolve operational issues, and support effective use of Law School space and resources.

Responsibilities

Event Planning and Financial Administration

• Manage planning and logistical support for Law School events on campus and at offsite venues.
• Identify appropriate venues, solicit and evaluate bids, and coordinate arrangements with University venue managers and external service providers. Support identification of efficient catering, menu selections, audiovisual services, facilities support, and other event requirements within established budgets.
• Develop and monitor special event budgets and oversee related purchasing, invoicing, and payment processes in accordance with Law School and University policies. Manage invoicing for external rentals booked by the Internal Events team and resolve billing discrepancies with organizers and service providers.
• Serve as a resource to event organizers throughout the planning process, advising on available services, costs, timelines, required approvals, and logistical considerations.

1. Scheduling Systems, Guest Access, and Reporting – 30%
   • Administer EMS, the Law School’s space reservation system, and the Guest Pre-Registration system. Create and manage user accounts, maintain system settings and accurate records, troubleshoot issues, and coordinate improvements with University partners.
   • Manage space reservations for events, meetings, and courses. Coordinate the transition of class schedules between semesters with Registration Services and work with faculty and staff to resolve classroom and scheduling conflicts.
   • Oversee individual and bulk guest pre-registration, including reviewing and uploading required guest information. Guide event organizers on registration procedures, QR-code access, and same-day building access requirements.
   • Resolve scheduling, registration, and access issues in coordination with University Event Management, Public Safety, and other appropriate departments.
   • Work with University Event Management to maintain effective EMS practices and improve functionality and the user experience.
   • Prepare weekly reports for the Dean’s Office and other stakeholders on upcoming events, speakers, and guests, highlighting VIP participation, operational needs, and matters requiring advance coordination or leadership attention.
2. Event Operations and Departmental Coordination
   • Translate event plans into clear operational requirements for Building Services, AV Services, and other support teams. Confirm room layouts, setup and breakdown schedules, staffing, and technical needs, and communicate changes promptly. Coordinate readiness checks and address service gaps before events.
   • In consultation with the Executive Director, assign Internal Events team responsibilities and coordinate support for complex or VIP events. Escalate resource constraints, scheduling issues, policy exceptions, and other matters requiring leadership decisions, with recommended responses where appropriate.
3. Staff Management
   • Supervise the Internal Events team, establish work priorities and service expectations, and provide ongoing guidance, performance feedback, and professional development.
   • Monitor workloads, coordinate staff coverage, and promote consistent practices across the team.
   • Ensure service continuity through cross-training and backup reservation support as needed.
4. Policies, Communications, and Space Management
   • Develop, implement, and monitor adherence to event planning and space-use policies and procedures.
   • Maintain a centralized event calendar to support advance planning, identify competing space or service demands, and promote effective use of available venues.
   • Maintain the Law School’s event planning website, including current guidance on reservations, services, timelines, and guest access.
   • Communicate procedural changes, develop practical planning resources, and train staff on event planning processes and systems. Use feedback from organizers and service providers to improve procedures and service delivery.
5. Other Duties
   • Perform other duties as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent, plus 3–5 years of relevant experience, preferably in higher education.

Preferred Qualifications

• Demonstrated ability to coordinate events, manage competing deadlines, and work effectively with faculty, staff, students, and internal and external service providers.
• Strong administrative and technology skills, including the ability to maintain scheduling systems, manage event budgets and financial transactions, and prepare accurate reports.
• Ability to interpret and apply purchasing and event-related policies and explain requirements clearly to event organizers and service providers.
• Excellent verbal and written communication skills, including the ability to train users, convey operational requirements, and handle questions professionally.
• Sound judgment, tact, and discretion in handling confidential information, sensitive situations, and requests requiring escalation.
• Ability to remain composed under pressure, adapt to changing needs, resolve problems promptly, and provide responsive, solutions-oriented service.
• Ability to work collaboratively with diverse constituencies and support an inclusive work environment.
• Knowledge of University systems is strongly preferred.

Equal Opportunity Employer / Disability / Veteran

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