Events Coordinator

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400159 Institute for Innovative Educ

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

With general direction and considerable latitude for independent judgment, discretion, and initiative, the Event Coordinator will support the planning, implementation, and coordination for a variety of conferences and special events that will be housed in the URMC Conference Center and adjoining Medical Center Space. He/she will also provide recommendations for the management of resources, facilities, and services in support of these activities. Success in the position will be measured by the ability to effectively manage the needs of a wide variety of users, vendors, and suppliers and by the ability to organize internal support services for a variety of activities. This position will have significant interface with both internal and external users and work closely with staff from the Medical Center, Helen Wood Hall/School of Nursing, Saunders Research Building, and the Strong Memorial Hospital. Coordination of weekend and off-hours programs will be required and will necessitate the ability to work flexibly. He/she will provide back-up support to the CEL Main office and Resource Scheduling team, as needed.

ESSENTIAL FUNCTIONS

Autonomously formulates plans, analyzes activities, and makes decisions which directly affect events held on the Medical Center Campus. Responsible for an estimated 300-400 separate activities per year, ranging in size from 10-250 and lasting between a few hours to a few days. Each event includes separate set up, space, and service requirements and each needing individualized attention and support (diagrams, scheduling, coordination, etc.). Maintains inventory of resources/spaces and their condition; recommends repairs/replacements as needed.

Interacts daily with University of Rochester Medical Center faculty, administrators, and staff. Works with users to ensure appropriate support services are contracted and supplied. Includes activities that the Event Coordinator may support through many phases of development and execution as well as those that will need only be partial to minimal support. Responsible for coordinating various support initiatives with service departments of the University.

Serves as primary point of contact before, during, and after events. Works independently to manage relationships with customers to ensure high level of customer satisfaction. Manages relationships with housekeeping, caterers, A/V, and other service providers. Represents the University and CEL to both internal and external customers/vendors; promotes the effective participation and contribution of these individuals and departments to jointly implement successful events.

Fiscal Responsibility & Office Support: Ensuring fiscal responsibility; he/she will budget for and coordinate a multitude of programs to ensure optimal use of space and revenue generation. Works with internal financial structure to ensure all events appropriately charged/invoiced/collected. Submits payment to external vendors through the P2P purchasing system.

Provide back-up support to the CEL Main office and Resource Scheduling team, as needed, by managing EMS software bookings, resolving scheduling conflicts, and coordinating facility logistics, including key distribution, policy guidance, and the submission of technical or maintenance work orders.

MINIMUM EDUCATION & EXPERIENCE

Bachelor’s degree and 2 years relevant experience required

or equivalent combination of education and experience required

KNOWLEDGE, SKILLS AND ABILITIES

Strong attention to detail; excellent organizational and communications skills required

Ability to work well in both a team and individual environment required

Ability to prioritize work and manage time effectively required

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

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Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals.

At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.