Our Ability Jobs

Employer Name: Columbia University

Job Type: Officer of Administration Regular/Temporary: Regular Hours Per Week: 35 Salary Range: $80,000 - $95,000 The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. A strong internal candidate has been identified for this position, however, we are still accepting applications from other qualified candidates. Position Summary Reporting to the Executive Director of Finance & Building Services, the Assistant Director of Internal Events will build and implement centralized systems and processes for planning and executing events at Columbia Law School. The incumbent will lead a small team with responsibilities that include managing space, event-related planning, budgeting, and financial transaction management, communicating with and training Law School staff, and negotiating vendor relationships. The Assistant Director will coordinate frequently with internal and external groups and must possess advanced communication, and technology skills. The Assistant Director will be responsible for space reservations related to events, meetings, gatherings, and courses using EMS, the Law School?s space reservation system. Responsibilities Lead new event vendor setups and vendor profile modifications as needed and provide feedback to requesters on the status of their requests, best practices, and any communications from Columbia Vendor Management. Manages relationships with University venue managers, offsite venues, and vendors (e.g. catering, AV, etc.). Work with vendors to establish standardized menu selections, pricing, options, etc. Manage event contract review and amendment process and maintain related records to ensure compliance with all CLS and University guidelines. Write contract amendments for contracts using Central Procurement-approved guidelines, terms, and conditions. Identifies event venues, solicits bids, manages vendor relationships and client communications, creates and negotiates contracts, and manages budgets for events taking place at the Law School and additional offsite venues. Manages the invoicing processes for any external rentals booked by the internal events team. Performs key tasks to support EMS, the Law School?s event scheduling platform, required to optimize its functionality and user experience by 20% tasks include: Ensuring that the system is set up properly for all users Creates user accounts Ensuring that all data is up to date and accurate. Coordinating with Registration Services to ensure smooth transition of class schedule between semesters. Working collaboratively with Registration Services and faculty members to ensure that classroom conflicts are addressed and resolved. Liaises with University Event Management to ensure best practice EMS implementation and usage at the Law School. Compiling and analyzing data for reporting purposes. Relationship management with Building Services and AV Services to ensure that events are set-up and designed to match event organizer needs, as well as provide timely and succinct communication to Building Services on operational needs. In partnership with the Executive Director, identify roles and responsibilities for other members of the internal events team to support the event. Elevates matters to the Executive Director as appropriate, including but not limited to resource allocation & availability, possible exceptions to policies, and developing appropriate measures and responses to VIP events. Develops, applies, and ensures adherence to Law School event planning policies and procedures. Oversees the management of a centralized Law School event planning calendar and space management system. Owns the Law School event planning website, making sure that it is accurate and up to date. Responsible to supervise the Internal Events coordinator by providing direction, support, and professional development opportunities. Provides backup as needed to support reservation services. Performs other duties as necessary. Minimum Qualifications Bachelor?s degree and/or its equivalent required, plus 3-5 years of relevant work experience, preferably in a higher education setting. Must be able to interpret purchasing policies to Law School staff, faculty, and students, as well as, internal and external vendors. Must be computer literate and have the ability to communicate effectively, both verbally and written across all levels of the Law School and University. Must have the ability to identify and resolve problems in a timely manner, work well in group problem-solving situations, and shares expertise. Manages difficult or emotional situations, responds promptly to needs of constituents, and solicits feedback to improve service. Communicates clearly, professionally, and persuasively, responding well to questions. Should possess tact, discretion, and the ability to work confidentially. The capacity to remain poised under pressure, be flexible, and deliver excellent, solutions-oriented, customer service. Knowledge of University systems is strongly preferred. Must be able to work with diverse constituencies and support an inclusive work environment. Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.