StateJobsNY

NY HELPNo

AgencySUNY Old Westbury

TitleEvent Coordinator Assistant

Occupational CategoryOther Professional Careers

Salary Grade01

Bargaining UnitPSNU - Professional Services Negotiating Unit (UUP)

Salary RangeFrom $41372 to $51000 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Unclassified Service

Travel Percentage 0%

Workweek Variable

Hours Per Week 37.5

Workday

From 2 PM

To 10 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Nassau

Street Address 223 Store Hill Road

PO Box 210

City Old Westbury

StateNY

Zip Code11568

Minimum Qualifications Minimum Qualifications:

A minimum of an Associate's degree (foreign equivalent or higher) from an accredited institution, or an equivalent combination of experience such as:
two (2) years of full-time experience in business or event/catering planning and execution; and/or one year of college credits and one (1) year of full-time experience in business or event/catering planning and execution.
A minimum of two (2) years full-time experience in business or event planning and execution experience.
Exceptional oral and written communication skills for dealing with clients, vendors and staff.
Strong organizational and planning skills to coordinate the actions of multiple parties.
Creative thinking skills to assist in event design and logistics.
Multitasking ability necessary to move from one task to another at a fast pace.
Computer skills for using events management software, word processors, spreadsheets, and e-mail.
Knowledge of risk management to identify potential legal liabilities and take steps to mitigate them.
Good networking skills to build relationships with vendors and suppliers and attract new customers.
Must be a self-starter.
Must be able to carry at least 50 pounds.
Must be able to work a flexible schedule including nights, weekends, holidays and alternating shifts depending on the needs of the business.


Preferred Qualifications:

Bachelor's degree (foreign equivalent or higher) from an accredited institution in public relations, communications or hospitality management or related degree.
Familiarity with operating various audio/visual technology.
Certification in event planning.

Duties Description Under minimal supervision, assist the Director of Facilities Rentals in creating a positive experience for those who use the College facilities for campus events. The Event Coordinator Assistant collaborates with college departments/clients on all aspects of their event including assisting with event set-up; coordination and scheduling; prep meetings with organizations; preparation and maintenance of event documents; and other duties as assigned. This is a full-time position with flexible hours that will include nights, weekends and holidays. The scheduled work days and hours will change from week to week governed by the needs of the business.

Responsibilities include but are not limited to:

Gather information about the Client's (internal and external) objectives.
Liaison between the Client (internal and external) and food services.
Create schedules of all activities for staff to follow during events.
For External Events: Communicate with vendors and suppliers before, during, and after the event; be present and visible during each event making direct contact with each event's organizer.
Collaborate with appropriate internal departments to ensure necessary audio/visual support is in place.
Handle problems that arise to ensure a successful event.
Assist in the preparation of permits and other documents, filing, and the accurate collection of outstanding fees/documents related to the event.
Collaborate with food services, cleaning crews, and other workers who will set up, work during, and clean up after the event.
Ensure that events comply with insurance, health, and safety standards.
Attend permit committee meetings, organize and distribute meeting minutes in a timely manner.
Other duties as assigned.

Additional Comments Salary range: $41,372.00 - $51,000.00 commensurate with education and experience

Comprehensive benefits package.

Position Type: Professional

Official Budget Title: Instructional Support Assistant

Campus Title: Event Coordinator Assistant

Department: Facilities Rental

FTE: Full-time

Negotiating Unit: UUP

Salary Grade: SL-1

FLSA Status: Exempt

The successful candidate must be authorized to work in the United States.

Some positions may require additional credentials or a background check to verify your identity.

Name Lillian Colella

Telephone

Fax

Email Address HR@oldwestbury.edu

Address

Street 223 Store Hill Road

PO Box 210

City Old Westbury

State NY

Zip Code 11568

Notes on ApplyingIf you are interested in applying for this position, please visit the SUNY Old Westbury website at https://www.oldwestbury.edu/ Click on Career and Jobs and under Professional, please click on Event Coordinator Assistant and follow the instructions. Please apply no later than March 29, 2024.