Position Summary

The Part-Time Events Coordinator will be responsible for providing events staffing support and assistance for a wide variety of Institute events planned by the Events office.

The incumbent will be responsible for coordinating logistical arrangements for events, overseeing the set-up of campus events, providing day-of event staffing for a robust program of events. 

Position Duties and Responsibilities

Events Logistical Support (70%)

• Work with Dining Services and outside caterers to plan conference and workshop meals; produce menus, cost estimates to be shared with School organizers.
•  Book outside vendors for campus events including caterers, rental companies, tent rentals, musicians and florists. Schedule deliveries, arrange for Township permits, and organize campus activity related to outside vendors.
•  Make transportation and travel arrangements for campus visitors, assist with entering visitors into the P3 database.
•  Serve as a liaison between Events and Dining Services to ensure that event logistics are communicated and provide support for event set up
•  Make and update Events planning documents: department calendars, event plans, production plans, floor plans. 
•  Provide oversight of logistical set up and break down with campus partners; provide any/all feedback to the Events Manager from event stakeholders. 
•  Make and update room reservations in SchoolDude, post production plans, and assist with tracking room request submissions
•  Assist with the events registration system: update event registrations, maintain waitlists, produce guest list reports, and send follow up and/or confirmation emails to guests.
•  Maintain events supplies and run errands, as needed.

Events Staffing (20%)

• Staff events, as needed. 
•  All other duties as assigned. (10%)

Skills and Abilities

• Excellent organizational, written and verbal presentation and interpersonal skills, and the ability to manage deadlines and multiple projects simultaneously required.  
•  Maintain a high degree of confidentiality in all matters requiring sensitivity and discretion.
•  Ability to manage multiple tasks and projects with flexibility and detail orientation.
•  Ability to prioritize, work under pressure, and meet short deadlines.
•  Strong knowledge of and ability to use computer technology to efficiently accomplish work, using e-mail, the Internet, database management software, and Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook.                     

Education, Experience and Knowledge

• Bachelor’s Degree or equivalent required.
•  Minimum of three years related experience strongly preferred.
•  Strong interpersonal skills and ability to work productively as a team member required.
•  Strong attention to detail and proofreading ability, as well as excellent written and verbal skills.

The Institute for Advanced Study retains the right to change or assign other duties to this position at any time.

To perform this role successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

At the Institute for Advanced Study’s creation in 1930, the founders wrote: “fundamental in our purpose, and our express desire, [is] that in the appointments to the Staff and Faculty as well as in the admission of workers and students, no account shall be taken, directly or indirectly, of race, religion, or sex.”  We recognize these ideals require continual examination of our culture. Today, we strive to create a community in which all people feel welcomed, respected, and valued.  We seek to address the harmful effects of inequity and discrimination on individual Scholars, Faculty, Staff, and scholarship as a whole.  We affirm equality and embrace our differences as we work to transform principles into action and grow new forms of scholarly community.