1. Design and manage special events, performances, symposia, conferences, and exhibitions that create an optimal client and event attendee experience. Develop strategies to integrate events into the overall educational work of the units as necessary.2. Manage and coordinate the activities of events teams. Develop and provide instruction and floor plans for external event set-up. 3. Manage delivery of services for events, working closely with Yale internal and external service providers; including, but not limited to Yale Catering, Media Services, Custodial Services, Security, YPPS and Campus Police, as well as those provided by hotels, caterers, and other community service providers. Balance competing priorities to meet all program requirements in a timely manner and deliver quality results. 4. Develop budgets, provide oversight of the expenditures, monitor and update program budgets as plans develop. Create final forecasts, reconcile budgets to ensure all charges are accounted for, accurate, and explained properly.5. Identify opportunities to improve event-related workflow, software and other tools, and recommend enhancements. 6. May develop press releases and marketing plans to enhance visibility and participation. Collect and provide content for all related printed programs and websites.7. Negotiate contracts/letters of agreement for all activities, and ensure that all contract details are properly carried out. 8. May perform other duties as assigned.
Preferred Education: Familiarity with the Yale Alumni Association, alumni relations and/or nonprofit volunteer management generally. Willingness to participate in YAA's events and programs, including evenings and weekends as needed.
Preferred Education, Experience and Skills: Familiarity with the Yale Alumni Association, alumni relations and/or nonprofit volunteer management generally. Willingness to participate in YAA's events and programs, including evenings and weekends as needed.
Required Skill/ability 5: Excellent organizational skills and critical-thinking. Ability to prioritize competing responsibilities and to manage timelines that involve multiple stakeholders. Demonstrated attention to detail and commitment to highest level of accuracy.
Posting Position Title: Events Specialist
Required Skill/ability 3: Demonstrated independent decision-making, problem solving and planning skills. Sound judgment regarding need for consultation vs. independent decision-making.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Event Specialist, YAA Special Events
Required Skill/ability 1: Demonstrated experience working in all aspects of program management including ability to effectively manage financial and budgetary information and systems. High comfort level with technology, including proficiency in MS Office.
Required Skill/ability 4: Strong verbal and written communications skills. Excellent interpersonal skills. Appreciation and respect for principles of diversity, equity and inclusion.
Required Skill/ability 2: Experience in event planning, program development and logistics. Knowledge of event registration systems. Strong customer service orientation. |
