Events Coordinator

Title:
Events Coordinator

Department:
MT School of Management

Reports To:
Dean of the Martin Tuchman School of Management

Position Type:
Staff

Position Summary:
This position is a critical hire to the newly formed Center for Student
Entrepreneurship (CSE) and under the limited direction of the Executive Director of Student Entrepreneurship and
working closely with faculty and staff associated with the CSE. The Coordinator
will be responsible to develop a comprehensive strategy to create, prioritize,
and organize entrepreneurship events and establish, direct, and implement the
operational components to promote and successfully deliver the events. The Coordinator
will have an unwavering commitment to the mission and vision of the CSE: to
radically broaden access to and participation in entrepreneurial efforts and
learning for all NJIT students across all six of NJIT's colleges and its
students. This position serves as the key point of
administrative coordination for CSE events from planning and promotion
through execution. In this role, the Coordinator
supports the Executive Director and the CSE and its goals around amplifying our digital presence, building a community across NJIT, and accelerating programming. The types of CSE hosted
events include but are not limited to pitch competitions, bootcamps, ideafests,
club events, student startup expositions, intern events, startup fairs, experiential learning projects, student competitions,
and CSE presence/involvement in other campus and community events. This position will also provide administrative support to the operation of the CSE in the form of first point of contact for the
center, welcome reception for guests and calendar
management.

Essential Functions:
Lead the planning and execution tasks for entrepreneurship
events, including but not limited to:
- Room
reservations, room set-up requirements, media/av requirements, food &
beverage orders, event announcements, event marketing, promotion of
events via campus channels and state level outlets where appropriate, attendance monitoring, visitor parking, welcoming
guest speakers to campus, and follow up
communications.
- Lead the planning and execution of tasks for
student entrepreneurial competitions. Coordinate with student clubs as well as the
corporate sponsors for these events.
- Implement an effective checklist and process to promote and execute
events.
- Attend and manage CSE-hosted events and attend and manage CSE presence at
community partner events hosted on or off-campus.
- Develop internal and external communication methods to inform the NJIT
community and external interested parties, with one such method being the implementation
and execution of a CSE newsletter.
- Update and maintain applicable content on social media outlets and the
entrepreneurship website, especially the events page.
- Draft and distribute communications to entrepreneurial students and professors relating to events
and internship opportunities.
- Direct the work of multiple temporary workers, such as workstudy
students and volunteers, and ensure that event staff are trained in and follow
expected events protocols.
- Work collaboratively with multiple offices and vendors across campus,
including Strategic Communications and Marketing, Office of Global Initiatives,
Information Services and Technology, Real Estate Development and Capital
Operations, Finance, and all academic colleges.
- Build and manage effective working relationships with on-campus and
off-campus vendors and suppliers, including technology, venues, movers,
catering, and transportation.
- Maintain comprehensive documentation for all events, including creating
and updating project management style spreadsheets to track tasks, timelines,
and reporting.
- Facilitate effective tracking of event
attendance and reporting.
- Represent CSE at professional events and meetings.
- Use knowledge of university, campus and college
resources to ensure timely, accurate responses to requests for information.
- Design and manage the overall events budget and review expenses for each
event to report out on cost coverage and develop strategies to maximize
outcomes, and provide recommendations on cost savings that still maintain
quality.
- Process and track for each event the contracts/agreements, sponsorship
revenue, invoices, expense reports, outstanding payments and ultimately to be
able to manage event profitability.
- Coordinate the development of meeting agendas
and action items for key meetings.
- Provide general administrative office support.
- Organize electronic documents, digital photo
files, paper files, etc.
- Order supplies and materials; manage shipping
and delivery of materials as needed for the CSE and its events.
- When a physical center is implemented, serve as
the first point of contact for the CSE; greet and assist visitors and callers in a discrete,
professional manner and provide accurate information to the same.
- Other duties as assigned.

Prerequisite Qualifications:
- Bachelor's degree required.
- A minimum of three years of experience in a relevant professional role in higher
education, or sales, event planning, marketing coordination,
communications management.
- Experience with Google Drive and Google
Docs (Sheets, Slides), and Microsoft Office (Word,
Excel, PowerPoint), Adobe Acrobat or Graphics tool, and web conferencing
software and web content management software.
- Experience with planning and managing event
logistics.
- Ability to troubleshoot and to work independently with limited
supervision, a self-starter.
- Excellent written and verbal communication
skills.
- High degree of cultural competence and belief in
the value of diverse backgrounds, perspectives, and experiences.
- At the university's discretion, the education
and experience prerequisites may be exempted where the candidate can
demonstrate to the satisfaction of the university, an equivalent combination of
education and experience specifically preparing the candidate for success in
the position.

Preferred Qualifications:
- Strong work ethic; reliable.
- Ability to maintain confidentiality.
- Detail-oriented planner with exceptional interpersonal skills.
- Friendly, outgoing.

Bargaining Unit:
PSA

Range/Band:
16

FLSA:
Exempt
Full-Time

Special Instructions to
Applicants:
- Evening and weekend hours required.
- Ability to lift 25 pounds.