• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $70,000- $80,000, bonus eligible

Position Summary

The Opportunity:

University Life is a central division that works with Columbia's 17 schools and colleges and serves as a student life hub. We are committed to promoting a diverse and inclusive campus culture where students can thrive in all dimensions of their lives. We focus on connecting students to each other, to the broader University and surrounding community, and to opportunities beyond their schools.

University Life was created to develop and enhance the student experience at Columbia University. Working in collaboration with students, faculty, and staff, University Life focuses on enhancing the student experience by strengthening resources, policies, and conversations, and building community outside of the classroom. Our efforts all connect to core values for the Columbia community:

• Inclusion and belonging

• Health and well-being

• Sexual Respect

• Community Citizenship

Position Overview:

Reporting to the Director of Finance, Facilities & Operations, the Associate Director of Events and Sales, will provide full oversight to ensure all events are delivered in accordance with the division's standards for quality and consistency. The Associate Director will focus on generating revenue as set forth in the annual budget through managing sales efforts, solicitation and maintenance of business accounts and clients. The incumbent is expected to help create a pleasant environment and experience for CU affiliates, clients and guests, etc. The Associate Director will provide on and off-site supervision for all supported events and make recommendations for improving services and events policies and procedures across the division.

Strong internal candidate identified

Responsibilities

• Oversees all weddings, memorial services and all other external events and inquiries, as well as all associated functions.
• Establishes and develops a strong clientele list for University Life's revenue generating goals.
• Execute and attain sales goals as agreed upon and set forth by University Life Operations' leadership team.
• Manages on-site support during the event set-up and the event itself, as directed by the Director. The Associate Director must be prepared to provide on-site support on nights and weekends if necessary. Collaborates with campus partners to ensure accurate logistical support. This includes but is not limited to placing work order requests for event-related components (custodial cleaning, furniture installation, additional electrical needs, assembling step and repeats, etc.) and documenting timelines such that the Facilities team is aware of what is needed, holistically, for events that run concurrently and/or back-to back in various campus venues. Maintains documentation for the planning and implementation of the event to allow for replication.
• In collaboration with the Director, manages relevant campus partner meetings: event reviews, calendaring, developing the agenda, disseminating necessary materials, taking notes, and facilitating follow-up as necessary.
• Monitor and review all correspondence including letters, e-mails, and contracts/agreements to verify accuracy and timeliness. Ensures all appropriate documentation required is received and stored, including executed contracts, insurance (COI) requirements, etc. Ensures all appropriate University protocols for events are followed and maintained throughout the event.
• Oversees billing and collection of charges and fees, including collection of sales tax appropriately.
• Accountable for solicitation of University in house events, social and all other target markets.
• Manage total sales effort with team members to include: outside calls, blitz calling, new prospect call and incoming inquiries as designated in annual action plan.
• Create special packages and promotions to enhance selling tools.
• Coach, train and develop staff to improve their skills/knowledge base to enhance interaction with all sales and operation managers to ensure internal communication and a positive guest experience.
• Supports strategic planning and analysis, including conducting research and preparing documents, presentations, and communications.
• Supervises student/event associates and manages the building staff schedules, including events calendar.
• Serves as back up to the Manager, Events and Operations and/or the Director of Events and Operations.
• Other duties as assigned

Minimum Qualifications

• Bachelor's degree, or equivalent experience in Events Management required.
• 4-6 years related experience.
• Experience with EMS (Events Management Software) or any other events system.
• Ability to interpret the business goals of the division and apply sales techniques to execute those goals.
• Must be able to work a flexible schedule including nights/ weekends and holidays.
• Impeccable attention to detail.
• Strong oral and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment and work independently.
• Experience with Microsoft Word, Excel and PowerPoint.

Preferred Qualifications

• Experience with managing events in a University setting.
• Experience working in higher education or non-profit organizations
• The right candidate is patient, solutions-oriented, and enjoys working with others to build community.
• Exercises sound judgment and maintains a sense of humor and enjoys working in a dynamic environment.