St. John’s established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.

Department: Office of University Events

Specific Job Title: Data and Reservation Coordinator

Reports to: Director for University Events

Campus: Queens

Job Summary:

The Data and Reservation Coordinator reports to the Director and is responsible for creating and managing Access databases for event responses, creating queries and reports, collecting and recording event registrations, updating constituent information, and processing requests for mailing data from Banner and Affinaquest. In addition, the Coordinator is responsible for resolving inquiries from graduates, and internal and external constituents. The Coordinator also acts as the liaison to the Office of Advancement Services to ensure data and payments have been recorded and posted. This position maintains the office mailing database lists, records all University-level honors, develops seating arrangements, supports the President’s Society coordinator, and supports the event managers with pre-event and day-of event tasks. The Office of University Event is a highly visible area responsible for planning and managing events for the Office of the President and the University. In addition, the position will support the office with other duties as assigned.

Essential Functions:

• Initiate and lead meetings with event managers to determine the data priorities for each event and assess functional requirements of databases.
• Develop and create event registration databases including queries, forms and reports that meet all data priorities and event needs. Work to improve reporting requests and information flow within the office. Complete database requests in a timely manner. Manipulate data as needed to complete requests.
• Work in a service-oriented environment to collect and record multiple event registrations in the appropriate databases. Manage the various email accounts and registration systems and develop a system to organize multiple registrations. Ensure all data is complete and accurate.
• Greet constituents, answer a high-volume of incoming phone calls/emails and deliver world-class service to constituents.
• Create online reply forms for all events, using formstack software.
• Ensure the reservation process meets the current demands of the Office of University Events; notify team of changes as they are received.
• Act as the liaison between the Office of University Events and Advancement Services to ensure payments and event attendees are recorded in Banner daily and as needed.
• Research discrepancies in data and personal information using Banner, internal data files and as appropriate, other University resources. Resolve issues and answer requests promptly; notify appropriate areas of any data changes received.
• Work to integrate the alumni online registration system into the registration system process used by the Office of University Events.
• Oversee the data request process within the event office (Banner and office list); extract data from Banner upon request; work with external offices to resolve issues, i.e. Information Technology and Human Resources; ensure internal procedures are current; review all requests for accuracy before sending out requestors
• Update and manage the office list data and reporting system.
• Maintain university-level honor data in Banner and in archives.
• Ensure procedures for reservation process are current; keep event team apprised of changes as they are made
• Manage registration teams at both Presidential-level and non-Presidential level events including but not limited to commencement, convocations, and dinners. Also manage other day-of event tasks as needed.
• Serve as the point person for Banner information within the event office.
• Maintain the database of various internal and external constituent groups and understand who’s who within and outside of the University.
• Manage MarchingOrder, the online registration software for graduates, and act as the liaison with the vendor.
• Support the chair of the President’s Society with event assignments and responsibilities.
• Support the the presidential Christmas card mailing.
• Assist with event planning tasks as needed including but not limited to the preparation of master registration lists, seating assignments, honoree lists, name badges, final attendee lists, and attendance statistics for all events.
• Work with Director to provide updates on work.
• Other duties, special projects, and events as assigned.

Competencies:

• Ability to use technology-based systems to create efficient solutions for office
• Excellent customer service skills, providing elevated level of professionalism at all times
• Excellent organizational skills and attentive to details
• Ability to acknowledge information/issues that require special attention
• Ability to prioritize and meet deadlines in a fast paced environment with changing priorities, flexible
• Excellent communication skills
• Ability to take initiative and be resourceful in problem solving, good follow through; resolve issues under pressure with grace, poise and speed
• Ability to successfully interact with diverse group of constituents
• Demonstrate teamwork, supporting others within the office as needed
• Proficiency in Microsoft Office, specifically Access, Word, and Excel
• Knowledge of Banner system
• Knowledge of Formstack

Work Environment:

This job operates in a professional office environment.

This role uses standard office equipment such as personal computers, printers, etc.

Physical Demands:

While performing the duties of this job, the employee is required to stand, move about, and communicate. The employee must lift or move up to 20 – 40 lbs. and perform moderate physical activity for event preparations and set-ups.

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 4:30 p.m. This position regularly requires long hours and weekend work.

Travel:

Local and tristate day travel is required for off-site events, site visits, and event related errands and meetings.

Required Education and Experience:

Bachelor’s Degree and 2 to 4 years related experience or equivalent combination of education and experience.

Preferred Education and Experience:

Training within higher education preferred.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

In compliance with NYC’s Pay Transparency Act, the annual salary for this position is $65,000. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

This position may be relocated to any of St. John’s University’s physical locations at any time.

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.

St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.

Required Skills

Required Experience