Events Coordinator at a University in Boston

Our University client in Boston is looking for an Events Coordinator to manage the academic area by providing administrative and events support for the University and specific programs at the School.  This role will include a healthy mix of responsibilities including student support, departmental support, and event management. This is a contract role. Only local candidates considered.

Responsibilities include (but are not limited to):

• Coordinate event requests from faculty, graduate, and undergraduate students
• Coordinate the delivery of outside services as well as space set up for each event.
• Manage internal and external logistics and planning with facilities, outside catering, equipment, and other vendors associated with events.
• Work closely with food vendors and property management to coordinate orders and deliveries.
• Set up classrooms or other event space by coordinating the movement of existing furniture as needed.
• Assist with coordination of staff assignments for on-campus events, ensuring that adequate staff coverage is provided at all critical points.
• Assist with room requests.
• Periodically (at least annually) determine customer satisfaction by surveying internal and external clients, including undergraduate students.
• Coordinate with faculty speaker visits Hire and Manage student workers to assist with group-related activities and events.
• Manage all administrative office services and project workflow for full-time, part-time faculty, and graduate assistants providing continuity of support for group teaching and research endeavors.
• Learn and use computer information systems and software necessary to support faculty.
• Provide office environment responsive to student needs by having thorough knowledge and understanding of school and University policies and procedures.
• Provide positive student interaction.
• Provide for the secure maintenance of all sensitive and confidential materials; coordinate department effort in the security of premises, keys, equipment, exams, etc.
• Provide administrative support to Group Coordinator managing all aspects of operations.
• Manage Group operating budget and procurement-related expenses.
• Assist with faculty recruiting effort; coordinate faculty candidate visits arranging the schedule of interviews with faculty and deans; communicate with the candidate to confirm times and set itinerary; supply faculty and the candidate with pertinent materials for day of the visit; schedule luncheon and candidate presentation and communicate to faculty; assist the candidate with travel and accommodations; support new faculty member integration with account issues
• Maintain faculty research data bank.
• Organize and maintain archive files.
• Compile and maintain the newsletter current on the website on an ongoing basis and supervise its production on paper on a quarterly basis.
• Perform any other duties necessary to maintain effective operations as identified by the Coordinator.
• Systemize and assist in faculty work/projects; receive, prioritize and delegate for the best method of completion and timely turnaround.
• Alert faculty to peak pressure times and encourage the submission of projects to allow for a timely turnaround.
• In absence of other support staff, provide direct support to complete projects.
• Place all textbook adoptions and cases each semester for 20 – 30 professors.
• Create syllabi, exams, papers, presentations, spreadsheets, letters, research-related materials, articles to be published in major journals, chapters from books, tent cards, mail merges, etc.
• Update faculty teaching schedules/office hours each semester.
• Arrange for proctoring exams/tests/quizzes for faculty.
• Support faculty with committee responsibilities, special projects, and professional activities; coordinate meetings and events, arrange rooms and equipment
• Relieve faculty of the burden of many administrative tasks, including ordering audiovisual equipment; ordering desk copies of textbooks; examination copies of cases; class packets for students; sending/receiving fax messages.
• Responsible for change of grade forms, retrieving articles and other materials from the library. Copying, printing, and scanning documents. Receive and direct telephone messages.

Qualifications:

• Excellent proficiency with Microsoft Office Suite, especially Excel normal
• Three years related experience with a demonstration of increasing responsibilities.
• Ability to operate in a multicultural environment required.
• Must have demonstrated flexibility and ability to adapt to a varying range of needs.
• Must be extremely detail-oriented, be able to work independently, and prioritize work to meet campus and client expectations.
• Must have the ability to make sound decisions and judgments to best serve clients’ needs and meet campus goals.
• Strong interpersonal, oral, and written communication skills.
• Must be able to interact with individuals at all levels with diplomacy, discretion, and tact.
• Must be a self-starter with an ability to work independently, using sound judgment, and with a demonstrated ability to take responsibility for activities that arise and need to be taken care of.
• Dependability essential.
• Excellent proofreading skills with flexibility to adapt to new technology and various computer/software applications.
• Must be able to maintain a high level of confidentiality.
• Must have excellent computer and professional skills with proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and database management.
• Must be available for evening/weekend hours as needed.
• BA/BS in any field

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