Hofstra University is nationally ranked and recognized as Long Island's largest private university located in Hempstead, N.Y. When you work at Hofstra, you join a team of talented professionals committed to preparing students for the challenges of tomorrow, in an environment that cultivates learning through the free and open exchange of ideas for the betterment of humankind. The work we do at Hofstra supports the education and well-being of our students, and the workforce of the future. While working towards this mission, employees can take advantage of many enriching experiences on campus. Whether it's a lunchtime lecture, a Division I NCAA athletics game, a musical concert, a theatre performance, or a visit to one of our two accredited museums, there is always something exciting to do at Hofstra. Enjoy the ease of going to the fitness center, taking a swim, or grabbing a bite to eat without having to leave our beautiful campus! Hofstra University is dedicated to recruiting and retaining a highly qualified and diverse academic community of students, faculty, staff, and administrators respectful of the contributions and dignity of each of its members. We especially encourage women, people of color, members of the LGBTQ+ community, veterans, and people with disabilities to apply.
Position Title: Event Coordinator
School/Division: School of Medicine
Office: Zucker School of Medicine, Office of Communications and Events
Full Time/Part Time: Full-Time
The Event Coordinator assists the Event Manager, and is responsible for the preliminary intake and subsequent scheduling and coordination for all Zucker School of Medicine (ZSOM) events, conferences, meetings, visitors, special sessions, and various projects from the Office of the Dean as assigned. This position is also responsible for the design and creation of supporting event materials. Reporting to the Director of Communications and Events and the Event Manager, the Event Coordinator must demonstrate proficiency in event management and creative services and must be able to proactively address needs and projects that may arise as events and tours are coordinated. In addition, the successful candidate must offer a high level of client service and exercise independent decision-making to survey clients regarding room reservations and event details. This person must also effectively communicate with all Hofstra University, Northwell Health, School of Medicine departments, and individuals involved.
Responsibilities include, but are not limited to:
Monitoring event and classroom space usage across all departments at the ZSOM using the school's event space reservation system, 25Live, and working with departments to create and revise room layouts for events.
Communicating the status of space requests, obtaining final approvals before commitment, submitting work orders to facilities and public safety, and assisting with overseeing technology/audio/visual needs and set-ups for events.
Coordinating details associated with external engagements, meetings, tours, and visits.
Working with the Event Planner to arrange other related services necessary for events such as accommodations, catering, media, transportation, etc.
Designing and creating event-related materials as needed, including video, flyers, posters, digital signage, programs, signs, and handouts.
Working with the communications team to ensure communication and promotion of events.
Maintaining the ZSOM events calendar website.
Using independent judgment to plan, prioritize, and organize a diversified workload.
Aiding the Event Manager with contracts, agreements, and billing, related to events and meetings, including facility rentals and vendors.
Assisting with the provision of timely reports on all scheduled events to the senior administration and propose new ideas to improve the event planning and implementation process.
Serving as backup to Event Manager to communicate with clients.
Performing other related duties as assigned.
Bachelor's degree required.
The successful applicant must possess at least two years of experience in event planning and audio/visual/creative services in a corporate or education setting.
Experience with classroom and event resources scheduling software.
Working experience in the operation of remote meeting technology, including Zoom and Microsoft Teams.
Experience in the operation of industry-standard analog and digital AV technology found in the classroom and corporate event environments.
Must demonstrate the ability to conceptualize both large- and small-scale events, meetings, and conferences.
Ability to think creatively and develop new design concepts, graphics, and layouts in a production environment.
Familiar with content creation platforms such as Canva, Constant Contact, Word Press, Photoshop, and Premiere Pro.
Must demonstrate the ability to communicate professionally and work cooperatively with a wide range of senior administration and technical, academic, and planning/event departments across Hofstra University, Zucker School of Medicine, and Northwell Health.
Work independently and as part of a team.
Experience with 25Live event space reservation system, facilities work order systems, and event management tools like Visio is a plus.
Hofstra University is an equal opportunity employer, committed to fostering diversity in its faculty, administrative staff and student body, and encourages applications from the entire spectrum of a diverse community.
Hofstra University is a nationally ranked and recognized private university in Hempstead, N.Y. that is the only school to ever host three consecutive presidential debates (2008, 2012 and 2016). At Hofstra, students get the best of both worlds. Our campus is a leafy oasis just a quick train ride away from New York City and all its cultural, recreational and professional opportunities. We offer small classes and personal attention, with the resources, technology and facilities of a large university. Students can choose from more than 160 undergraduate program options and 165 graduate program options in the liberal arts and sciences, education, health professions and human services, the Peter S. Kalikow School of Government, Public Policy and International Affairs, the Fred DeMatteis School of Engineering and Applied Science, the Frank G. Zarb School of Business, the Lawrence Herbert School of Communication, the Maurice A. Deane School of Law, the Hofstra Northwell School of Graduate Nursing and Physician Assistant Studies, and the Donald and Barbara Zucker School of Medicine at Hofstra/Northwell. Hofstra University is a dynamic community of more than 11,000 students from around the w...orld who are dedicated to civic engagement, academic excellence and becoming leaders in their communities and their careers.