Events Coordinator - New Jersey Institute of Technology : Job Details

Title: Events CoordinatorDepartment: MT School of Management Reports To: Dean of the Martin Tuchman School of Management Position Type: StaffPosition Summary: This position is a critical hire to the newly formed Center for Student Entrepreneurship (CSE) and under the limited direction of the Executive Director of Student Entrepreneurship and working closely with faculty and staff associated with the CSE. The Coordinator will be responsible to develop a comprehensive strategy to create, prioritize, and organize entrepreneurship events and establish, direct, and implement the operational components to promote and successfully deliver the events. The Coordinator will have an unwavering commitment to the mission and vision of the CSE: to radically broaden access to and participation in entrepreneurial efforts and learning for all NJIT students across all six of NJIT's colleges and its students. This position serves as the key point of administrative coordination for CSE events from planning and promotion through execution. In this role, the Coordinator supports the Executive Director and the CSE and its goals around amplifying our digital presence, building a community across NJIT, and accelerating programming. The types of CSE hosted events include but are not limited to pitch competitions, bootcamps, ideafests, club events, student startup expositions, intern events, startup fairs, experiential learning projects, student competitions, and CSE presence/involvement in other campus and community events. This position will also provide administrative support to the operation of the CSE in the form of first point of contact for the center, welcome reception for guests and calendar management. Essential Functions: Lead the planning and execution tasks for entrepreneurship events, including but not limited to: - Room reservations, room set-up requirements, media/av requirements, food & beverage orders, event announcements, event marketing, promotion of events via campus channels and state level outlets where appropriate, attendance monitoring, visitor parking, welcoming guest speakers to campus, and follow up communications. - Lead the planning and execution of tasks for student entrepreneurial competitions. Coordinate with student clubs as well as the corporate sponsors for these events. - Implement an effective checklist and process to promote and execute events. - Attend and manage CSE-hosted events and attend and manage CSE presence at community partner events hosted on or off-campus. - Develop internal and external communication methods to inform the NJIT community and external interested parties, with one such method being the implementation and execution of a CSE newsletter. - Update and maintain applicable content on social media outlets and the entrepreneurship website, especially the events page. - Draft and distribute communications to entrepreneurial students and professors relating to events and internship opportunities. - Direct the work of multiple temporary workers, such as workstudy students and volunteers, and ensure that event staff are trained in and follow expected events protocols. - Work collaboratively with multiple offices and vendors across campus, including Strategic Communications and Marketing, Office of Global Initiatives, Information Services and Technology, Real Estate Development and Capital Operations, Finance, and all academic colleges. - Build and manage effective working relationships with on-campus and off-campus vendors and suppliers, including technology, venues, movers, catering, and transportation. - Maintain comprehensive documentation for all events, including creating and updating project management style spreadsheets to track tasks, timelines, and reporting. - Facilitate effective tracking of event attendance and reporting. - Represent CSE at professional events and meetings. - Use knowledge of university, campus and college resources to ensure timely, accurate responses to requests for information. - Design and manage the overall events budget and review expenses for each event to report out on cost coverage and develop strategies to maximize outcomes, and provide recommendations on cost savings that still maintain quality. - Process and track for each event the contracts/agreements, sponsorship revenue, invoices, expense reports, outstanding payments and ultimately to be able to manage event profitability. - Coordinate the development of meeting agendas and action items for key meetings. - Provide general administrative office support. - Organize electronic documents, digital photo files, paper files, etc. - Order supplies and materials; manage shipping and delivery of materials as needed for the CSE and its events. - When a physical center is implemented, serve as the first point of contact for the CSE; greet and assist visitors and callers in a discrete, professional manner and provide accurate information to the same. - Other duties as assigned. Prerequisite Qualifications: - Bachelor's degree required. - A minimum of three years of experience in a relevant professional role in higher education, or sales, event planning, marketing coordination, communications management. - Experience with Google Drive and Google Docs (Sheets, Slides), and Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat or Graphics tool, and web conferencing software and web content management software. - Experience with planning and managing event logistics. - Ability to troubleshoot and to work independently with limited supervision, a self-starter. - Excellent written and verbal communication skills. - High degree of cultural competence and belief in the value of diverse backgrounds, perspectives, and experiences. - At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position. Preferred Qualifications: - Strong work ethic; reliable. - Ability to maintain confidentiality. - Detail-oriented planner with exceptional interpersonal skills. - Friendly, outgoing. Bargaining Unit: PSA Range/Band: 16 FLSA: Exempt Full-Time Special Instructions to Applicants: - Evening and weekend hours required. - Ability to lift 25 pounds. Apply NowShare Save Job