Coordinator, University Events

Company: Colgate University
Location: Hamilton
Posted on: April 3, 2025

Job Description:

Job Category Support Staff

Apply now, read the job details by scrolling down Double check you have the necessary skills before sending an application.

Position Title Coordinator, University Events

Full Time/Part Time Full Time

Division Office of the President

Department University Events

Hiring Wage/Salary Range $21.75 to $23.75 per hour

Professional Experience/ Qualifications

Excellent interpersonal communication skills and a highly collaborative nature.

Must be able to work collegiality with a diverse group of constituents on a daily basis.

Demonstrated ability to apply good judgment and professionalism while multitasking and managing high pressure situations.

Demonstrated strong phone and email etiquette, customer service skills as well as solid written and verbal communication skills used to respond to alumni, parents, the general public, and students regarding a variety of questions and concerns.

Demonstrated desire for accuracy and attention to detail and excellent time management.

Ability to manage multiple projects with varying deadlines

Must be creative, and capable of brainstorming with a team and enthusiastic about event management.

Excellent computer skills required and strong knowledge of a variety of software programs, especially Microsoft Word and Excel, are essential. A willingness and desire to learn new database programs and technology is a plus.

Ability to work evening and weekends, as required

Preferred Qualifications

Education

A Bachelor's degree or comparable professional experience is required.

Certifications

Offer Determination

When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.

Physical Requirements

Ability to stand for long periods.

Ability to lift 30 lbs.

Other Information

Occasional travel required to support events. Advanced notice will be provided.

Benefits

Colgate University offers a competitive benefits package, with most benefits effective on the date of hire. Highlights include: medical, dental, vision, retirement contributions, paid time off, paid family leave, health & wellness, continuing education and professional development. We also offer unique perks, such as free parking, gym discounts, bookstore savings, athletic tickets, and access to cultural and recreational facilities. Explore the full benefits package on our Benefits page.

Department Statement

Accountabilities

Execution of various levels of events from routine to complex in support of institutional strategic initiatives; execution of all administrative procedures and processes central to University Events

Responsible for responding to administrative inquiries and brokering services related to events.

Accountable for maintaining complex and critical administrative data sets and producing both standard and complex reports related to events

Accountable for monitoring events budget and the timely processing of invoices.

Responsible for oversight of student or casual wage employees.

Responsible for the creation, design, and distribution of events marketing materials.

Event registration data management, and various projects related to events and administration.

Technical Competencies

Name Event Planning

Description

Assists in the logistical planning and execution of events, ensuring smooth coordination and adherence to basic procedures.

Assists in scheduling events, reserving venues, and coordinating basic logistics.

Supports event promotion by distributing materials and updating digital platforms.

Maintains accurate records of event details, including attendance and expenses.

Coordinates with vendors, catering services, and facilities staff for basic event needs.

Communicates event details clearly to participants, attendees, and stakeholders.

Follows institutional policies and procedures related to event planning and space usage.

Assists with event setup, on-site coordination, and breakdown.

Gathers post-event feedback from attendees to identify areas for improvement.

Name Records Management

Description

Demonstrated mastery of relevant key databases and software sufficient to efficiently execute special event marketing and logistics.

Ability to keep accurate inventory of on and off-site event supplies and place replacement orders in a timely manner.

Name Customer Service

Description

Provides courteous and effective service in routine interactions.

Greets students, faculty, staff, and visitors warmly and professionally.

Listens attentively to inquiries and provides clear, accurate, and timely information.

Follows established policies and procedures when addressing requests.

Directs individuals to the appropriate campus resources or departments as needed.

Responds promptly to emails, phone calls, and in-person inquiries.

Maintains a welcoming and inclusive environment for all members of the campus community.

Demonstrates patience and empathy when handling routine concerns or questions.

Seeks guidance when faced with unfamiliar situations to ensure accurate responses.

Name Technology

Description

Demonstrates proficiency in using key databases and software for event marketing and logistics, ensuring accuracy in digital communications.

Uses event management software to schedule and track event details.

Assists in updating event information on institutional websites and calendars.

Supports the creation and distribution of email invitations using standard email marketing tools.

Edits and reviews basic event copy for digital communications, ensuring accuracy and consistency.

Maintains event databases, ensuring up-to-date records of registrants and attendees.

Uses templates to publish event details on the web.

Troubleshoots minor issues with event registration platforms and email marketing tools.

Ensures all digital communications align with institutional branding guidelines.

Name Vendor Management

Description

Supports vendor interactions and follows institutional procurement guidelines.

Follows established policies and procedures for vendor communication and purchasing.

Assists in gathering and organizing vendor information, contracts, and agreements.

Communicates basic vendor requirements and expectations under supervision.

Ensures timely processing of purchase orders, invoices, and payments.

Monitors vendor deliveries and reports issues or delays to the appropriate parties.

Maintains accurate records of vendor interactions and transactions.

Supports internal stakeholders by directing them to approved vendors or procurement contacts.

Seeks guidance when resolving vendor-related concerns or discrepancies.

Name Brand Management

Description

Supports event-related brand consistency by following established guidelines and assisting in event-related marketing tasks.

Understands and applies university brand guidelines to event materials, including signage, flyers, and programs.

Assists in the preparation and distribution of branded event communications (invitations, emails, social media posts).

Ensures event branding is consistent with institutional messaging and visual identity.

Supports event set-up by ensuring that branded elements (banners, logos, and colors) are displayed appropriately.

Helps with maintaining an organized repository of event-related branded assets (logos, templates, etc.).

Assists with social media promotion for events while adhering to the institution's branding standards.

Coordinates with vendors to ensure branded materials (e.g., giveaways, d--cor) meet university standards.

Monitors event feedback to ensure that branding is accurately represented and effectively received.

Behavioral Competencies

Name Personal Accountability for Results

Description

Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

Name Effective Communication

Description

Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

Name Problem Solving and Decision Making

Description

Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

Name Change Management

Description

Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

Name Leadership and Teamwork

Description

Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.

Name Creativity and Innovation

Description

Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.

Name Diversity and Inclusion

Description

Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.

Name Sustainability

Description

Understands the impact of decision making and personal behavior in achieving the university's commitment to a sustainable and carbon-neutral campus; supports and advances the university's sustainability initiatives; influences others to use sustainable practices.

Posting Detail Information

Requisition Number 2025S026Posting

Temporary No

Work Schedule

Job Open Date 03/21/2025

Job Close Date

Open Until Filled Yes

Special Instructions Summary

EEO Statement

The University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of merit, ability, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws.

Clery Act

CAMPUS CRIME REPORTING AND STATISTICS



The Department of Campus Safety will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu.

Keywords: Colgate University, Utica , Coordinator, University Events, Other , Hamilton, New York