Events Specialist - Yale University : Job Details

Essential Duties

1. Design and manage special events, performances, symposia, conferences, and exhibitions that create an optimal client and event attendee experience. Develop strategies to integrate events into the overall educational work of the units as necessary. 2. Manage and coordinate the activities of events teams. Develop and provide instruction and floor plans for external event set-up. 3. Manage delivery of services for events, working closely with Yale internal and external service providers; including, but not limited to Yale Catering, Media Services, Custodial Services, Security, YPPS and Campus Police, as well as those provided by hotels, caterers, and other community service providers. Balance competing priorities to meet all program requirements in a timely manner and deliver quality results. 4. Develop budgets, provide oversight of the expenditures, monitor and update program budgets as plans develop. Create final forecasts, reconcile budgets to ensure all charges are accounted for, accurate, and explained properly. 5. Identify opportunities to improve event-related workflow, software and other tools, and recommend enhancements. 6. May develop press releases and marketing plans to enhance visibility and participation. Collect and provide content for all related printed programs and websites. 7. Negotiate contracts/letters of agreement for all activities, and ensure that all contract details are properly carried out. 8. May perform other duties as assigned.

Required Education and Experience

Bachelor's degree in a related and three years of related experience or an equivalent combination of education and experience.

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.

Position Focus:

Yale's newest professional school, the Jackson School of Global Affairs, is a vibrant community of faculty, students and staff with a growing number of events. The Events Specialist develops, plans, executes and oversees a wide array of Jackson School events ranging from academic workshops and conferences to community gatherings and graduation ceremonies. The role requires close collaboration with a wide range of internal and external stakeholders, including faculty, students, VIP guests, vendors, and Yale service providers.

Responsible for the management, logistical planning, and execution of all events for the Jackson School Dean's office including public events with visiting dignitaries and school-wide community gatherings. Also works with faculty and plans and executes various events within the wider Jackson School community including academic conferences and workshops. The events may be in-person, hybrid, or virtual. Ensures smooth functioning of events from inception to completion. Manages all pre-event planning. Serves as main liaison for all event related activities, including with internal and external service providers, invited guests, attendees, etc. Manages and coordinates all event logistics including venue selection, catering, signage, audio/visual, invitation lists, invitations, programs and other event materials. Liaises with Jackson School Office of Communications to publicize and promote events. Serves as the main point of contact during events, addressing any issues or emergencies that arise to ensure smooth operations. Represents the school appropriately while interacting with prominent faculty, dignitaries and other high-level officials. Manage individual budgets for all events. Track expenditures and complete expense reports. Prepare and execute detailed event planning documents including timelines and task lists to effectively track progress of planning requirements. Recommend ongoing improvements for the school's events, incl. new potential vendors, venues and processes. Serves as expert resource and provides counsel and support on events for all Jackson units. Identifies opportunities to improve Jackson School event-related processes. Develops and recommends best practices for planning and executing events Jackson wide.May perform other duties as assigned.

Preferred Education, Experience and Skills:

Experience managing events within higher education environment. Ability to routinely and safely lift materials up to 40 pounds, stoop, bend, and kneel. Ability to stand for sustained periods of time during events. Work is occasionally performed at other indoor and outdoor event sites.

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.