STARS Requisition number
94716BR
Posting Position Title
Events Coordinator
Essential Duties
1. Designs, coordinates and oversees the logistical and high level administrative support needs of multiple, complex, and widely distributed educational events, conferences and/or other events. 2. Serves as principal source of information to students, staff, and faculty on event activities. 3. Coordinates with vendors to negotiate costs and determine requirements of renter in regard to technical, security and/or other requirements. 4. Designs and prepares various marketing materials. 5. Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records. 6. Serves as liaison with vendors on event-related matters. Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events. 7. Oversees, instructs, and coordinates activities of support staff. 8. May perform other duties as assigned.
Required Education and Experience
Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little of no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.
Weekend Hours Required?
Occasional
Evening Hours Required?
Occasional
Duration Type
Fixed
If Fixed Duration, Period
2 years from date of hire
If Fixed Duration, is continuation possible?
No
Work Week
Standard (M-F equal number of hours per day)
University Job Title
Events Coordinator
Worksite Address
157 Church Street
New Haven, CT 06510
Work Location
Central Campus
Other Fixed Duration Date
01-May-2027
Drug Screen
No
Health Screening
No
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.
Searchable Job Family
Administration, Development
External Gateway Posting Date
12-May-2025
Total # of hours to be worked:
37.5
Position Focus:
The Events Coordinator provides support for Yale’s fundraising efforts by assisting in the planning and execution of successful, top-quality events (in-person, virtual, and hybrid) that enhance the relationship between Yale University and its prominent alumni, parents, and friends. The Events Coordinator reports directly to the Senior Associate Director, Events, and supports a team of three event planners, the Associate Director, Events, the Senior Associate Director, Events, and the Director, Events, within the Office of Development’s Marketing &Communications unit. In addition to those listed in the Essential Duties below, key responsibilities include: compile and manage event invitation lists; coordinate mailings and additional event communications(electronic and print); trackRSVPs and registrations; format and distribute attendance updates; process event-related invoices and track expenses; proofread event communications; produce event materials such as name badges and placecards; compile event attendance metrics.
Preferred Education, Experience and Skills:
Proven experience with large-scale mailings.
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:
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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).
Compensation Grade
Labor Grade D
Bargaining Unit
L34 - Local 34 (Yale Union Group)
Supervisory Organization
Development - Events Planning
Time Type
Full time
Required Skill/Ability 1:
Demonstrated ability to provide support with event coordination. Excellent interpersonal skills, with the ability to represent Yale appropriately with prominent guests and Yale officials, and the ability to maintain strict confidentiality.
Required Skill/Ability 2:
Commitment to an inclusive workplace.
Required Skill/Ability 3:
Demonstrated proficiency with Microsoft Word, Excel, and Outlook. Demonstrated ability and willingness to learn new databases and computer applications. Resourcefulness in problem-solving and grace under pressure.
Required Skill/Ability 4:
Excellent spoken and written communication skills with strong attention to detail. Ability to set and manage priorities, and juggle multiple projects, moving them forward simultaneously.
Required Skill/Ability 5:
Availability during events, occasional evening, and weekend work, and limited travel required.
Note
Yale University is a tobacco-free campus
Wage Ranges
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Work Model
Hybrid
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