School of Management - Events
University Job Title
Coordinator 4, Events
Bargaining Unit
None - Not included in the union (Yale Union Group)
Compensation Grade
Administration & Operations
Compensation Grade Profile
Supervisor; Senior Associate (23)
Wage Ranges
Click here to see our Wage Ranges
Searchable Job Family
Administration
Total # of hours to be worked:
37.5
Work Week
Standard (M-F equal number of hours per day)
Work Location
Central Campus
Worksite Address
165 Whitney Avenue
New Haven, CT 06511
Position Focus:
The Events Manager provides high quality experiences for clients using space in Evans Hall and virtually. Manages all aspects of internal and external events including all space and support services, e.g., catering, custodial, facilities, security, communications, and technical services support. The Events Manager reports to the Associate Director of Space Management and Events Operations at the Yale School of Management (SOM).
Dept/Section URL
http://som.yale.edu/about/careers
Essential Duties
1. Assist in developing and executing plans that create an optimal client experience, through high-level customer satisfaction and meeting financial targets. 2. Develop and implement plans to market space rental and catering business for Yale SOM to other Yale departments and external entities. 3. Ensure all standard operating procedures for revenue and cost control are in place and consistently utilized. 4. Provide managerial oversight in the planning, preparation, production and delivery of exceptional service to students, faculty, guests and conferees on a daily basis; in compliance with established university and departmental policies and practices. In concert with SOM Catering insure compliance to set standards at catered events. 5. Serve as expert resource and primary liaison for all non-SOM clients. Assess client needs for space, catering, facilities, custodial and technical services support. In concert with the client and/or SOM Catering, coordinate service rentals, buy-outs (flowers), AV, entertainment, etc. Connect client with SOM Catering to develop event concept, menu and determine staffing needs and cost estimates. 6. Provide cost estimates for external clients. Review billing information and ensure invoice processing by Facilities support staff. Maintain client information database and event order system (Reserve) by; inputting client information, developing proposals, event schedules and details, contracts and invoices.7. Assist in managing the operating budget for assigned unit and provide weekly updates; produce and maintains operational and other business reporting as required. 8. Assist in managing and coordinating the activities of events teams. Develop and provide instruction and floor plans for external event set-up. Responsible for performance management including providing routine job performance feedback. 9. Serve as a member of the Event Management System Strategy Team to coordinate all internal and external events across the school to ensure optimal execution of all programs. 10. Identify opportunities to improve workflow, equipment and working environment, and recommend enhancements. 11. Provide back-up support as needed for Dean’s Office speaker events, internal events, catering coordination, building tours, interface with Yale Security, etc. 12. Perform additional duties incidental to activities in Facilities and Business Operations to maintain the highest level of support for the Yale SOM community.
Required Education and Experience
Bachelor’s degree and two years of related experience or an equivalent combination of education and related demonstrated experience.
Required Skill/Ability 1:
Detail oriented and well-developed organizational and problem-solving skills.
Required Skill/Ability 2:
Proficiency with Microsoft Office, Excel, and Outlook. Strong written and verbal communication skills and demonstrated professional judgement.
Required Skill/Ability 3:
Excellent interpersonal skills and demonstrated ability to interact effectively with high-profile visitors and high-level members of an institution. Excellent independent judgment, sensitivity, and knowledge of appropriate protocol.
Required Skill/Ability 4:
Ability to work successfully in a fast-paced and changing environment. Ability to work nights and weekends.
Required Skill/Ability 5:
Proven commitment to diversity and inclusion, equity, and excellence.
Preferred Education, Experience and Skills:
Related degree and four years in hospitality field (including menu development, basic food and beverage knowledge and large event management), experience managing client relationships and events, managing multiple projects and events simultaneously, and facilitating the delivery of world-class service. EMS and Reserve.
Weekend Hours Required?
Occasional
Evening Hours Required?
Occasional
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.
COVID-19 Vaccine Requirement
The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines
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.
EEO Statement:
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Note
Yale University is a tobacco-free campus