Job Information
SUNY Cortland Parks Alumni House Event Coordinator in Cortland, New York
Position Summary:
The Lynne Parks ’68 SUNY Cortland Alumni House seeks an enthusiastic Event Coordinator to join our team. The Event Coordinator will be responsible for coordinating both small and large-scale events at the Alumni House, while building strong and positive relationships with all event hosts and attendees. They will provide clear and direct communication regarding planning and execution of high-quality events and functions at the Parks Alumni House. They must facilitate the needs of clients, sponsors, and vendors as they relate to events in an efficient and effective manner to provide a positive experience.
As a Research Foundation employee at SUNY Cortland, this position includes yearly cost of living increases and access to professional development opportunities. This position also includes retirement benefits, attractive Health Care options, including dental and vision insurances, and paid parental and family leaves. This position also offers paid time off and supports a work/life balance with annual compensation of $40,000-$45,000 DOE .
Major Responsibilities:
Major Responsibilities
Responsible for the coordination and execution of special events scheduled at the Parks Alumni House, under the direction of the associate director of campus event management.
Serve as the primary contact for events inquiries, potential users, event hosts, attendees, etc. for the Alumni House
Serve as the contact with third party vendors such as florist, caterers, linens, etc. regarding services needed for events at the Alumni House
Responsible for establishing event contract services, including payments for services, following best practices when contracting with vendors for events at the house
Responsible for audio visual support for Parks Alumni House events as needed, including setting up our portable screen and projector, our smart TV and playing music on various devices
Assist the Associate Director of Campus Event Management in creating and implementing the marketing and social media plan for events at the Alumni House.
Responsible for ensuring there are needed materials for events, such as food labels, menus, programs, seating charts, itineraries, timelines, and checklists in an easy-to-understand and professional format for events at the Alumni House
Manage inventory needs for the Parks Alumni House, including the ordering of supplies for events; linen, napkins, if coffee/tea or cups and/or other event supplies as needed
Actively participate in local business networking opportunities to promote and sell the Parks Alumni House as an event venue
Ensure the cleanliness of the facility during the event meets the standard set by the associate director of campus event management
Clerical Support Responsibilities
Responsible for managing and updating communications for the Alumni House, including oversight of emails and phone messages, website information, and social media, ensuring all messages and information align with campus policies and procedures
Maintains Parks Alumni House records such as, processing payments, payment records, discounts, NYS sales tax, and usage
Compile market and vendor analysis for the Parks Alumni House on an annual basis.
Assist with marketing and advertising of the Parks Alumni House events, under the direction of the associate director of campus event management
Assist the associate director of campus event management in creation and execution of stewardship for Parks Alumni House trustees, donors, volunteers, and the Alumni Association Board
Knowledge, Skills and Abilities (KSA’s)
Demonstrated self-initiative and ability to adapt to a fast-paced and ever-changing environment.
Proficient knowledge in Microsoft Office Suite, Adobe Suite, and other software applications.
Ability to work nights and weekends, or as scheduled for events at the House.
Ability to work in a team environment and also individually as needed
Strong organizational skills.
Ability to work with a wide range of constituencies in a diverse community.
Strong critical thinking skills.
Ability to problem solve.
Required Qualifications:
High school diploma or its equivalent with at least 2 years hospitality or event coordination experience; or some completed college courses in business administration or hospitality, or other relevant area and 1 year of relevant experience in the service industry working in events, for example, wedding events, catering services, food service industry, etc.
Minimum of 1 year of experience in customer service
Preferred Qualifications:
Associate’s degree in business administration, hospitality, or other relevant area of study
Demonstrated experience with marketing/advertising and/or sales
1year of supervisory experience
Experience working within set budgets