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 needed for leadership and service in a rapidly evolving world.

**Department: **

Enrollment Management/Office of Special Opportunities

**Specific Job Title: **

Event Coordinator

**Reports to : **

Associate Provost for Enrollment Partnerships and Engagement

**Campus: **

Queens

**Job Summary: **

The position of Event Coordinator involves planning and executing events generated from outreach to high schools and other partners, collaborating with internal departments (i.e., Office of Admissions, Academic offices/departments, Public Safety, Conference Services, and Food Services) and external companies for the fulfillment of the event. Events may be held on-campus or off-campus.

**Essential Functions: **

• Handle all aspects of event planning including but not limited to creating and communicating timeline/detailed outline of event, creating and mailing invitations, coordinating RSVP lists, creating name badges, remaining in contact with the event liaison, collect contact cards, and preparing materials for distribution on day of event.

• Notify event liaison of required consent form(s).

• Post potential and confirmed events to the Office’s Calendar of Events.

• Provide support and assist office team members on the planning and execution of other events and office-related responsibilities.

• Contact and communicate professionally with faculty, administrators, staff, parents, visitors, and students via letters, email, phone conversation, and in-person meetings.

• Organize post-event details, including event evaluation, vendor payment, and attendee follow-up.

• Manage vendor relationships.

• If requested, work with the Office of Admission on special events (Open House, Accepted Students Day, etc.) including set-up and break-down.

• Perform other administrative duties or special projects as assigned, such as assisting the reception area, including answering phones/taking messages, filing, scanning, and other general office duties that help the office run smoothly.

• Always demonstrate professionalism including but not limited to showing respect for others, being reliable and dependable, effectively collaborate with a team, exhibiting strong communication and interpersonal skills, and managing time and prioritizing tasks efficiently.

• Complete other duties as assigned.

**Competencies : **

• Experience in event planning in a corporate or professional services firm or work experience in a law firm in an administrative capacity.

• Have a strong attention to detail.

• Must possess a positive attitude and the ability to work well with internal and external team members.

• Have exceptional interpersonal and written and verbal communication skills.

• Exhibits thoughtful and sound judgment in problem-solving and relationship management.

• Be self-motivated with excellent time management skills and project management experience.

• Be open to work collaboratively.

• Accept constructive feedback and mentoring.

• Be proficient in Microsoft Office Suite, databases, photocopier, and scanner.

**Work Environment : **

This job operates in a professional office environment. This role routinely uses standard office equipment such as personal computers, printers, telephones, fax machines, photocopiers, scanners, etc.

**Physical Demands : **

While performing the duties of this job, the employee is occasionally required to stand; move about; sit; to carry work and use controls; reach with hands and arms; climb stairs; communicate; The employee must occasionally lift or move up to 20 lbs. Specific vision abilities required by the employee include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

**Position Type/Expected Hours of Work : **

This is a full-time position. The days and hours of work are Monday through Thursday, 8:30 a.m. to 4:30 p.m. and Friday, 8:30 a.m. to 3:00 p.m. This position occasionally requires evening hours and weekend work.

**Travel : **

Travel may include occasional visits to the other NY campuses.

**Required Education and Experience: **

The ideal candidate will have at least 2-3 years of office experience, preferably in a higher education setting. A high school degree or equivalent is required; a bachelor’s degree is 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 range for this position is $55,000-$61,850. 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