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.  As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.  

JOB SUMMARY:

This position assists the Associate Director through the planning, coordination and general oversight of all campus events, as well as the administration of outside vendor resource services to maximize the effectiveness and efficiency of campus event functions. In addition, this role will require supporting VIP events and close interaction with event requestors. Other responsibilities may include benchmarking, trending analysis, service level optimization studies and implementation.

ESSENTIAL FUNCTIONS:

• Liaison with Conference Services in the planning and management of events on campus
• Attend all planning meetings for specific events
• Gather information and coordinate with event requestor as required
• Act as liaison between each service in the Facilities Department as the focal point of contact for an event
• Responsible for the allocation, management and supervision of manpower resources to cover each event using outside vendor services, students and internal personnel
• Responsible for the planning, management and implementation of all event set-ups, including furniture moves and re-arrangement, installation of stages and podiums, floor coverings, etc.
• Prepare and manage the event specific timeline to be applied for the entire event process
• Oversee and provide assistance during the actual event, especially for VIP events
• Ensure the facilities where the event takes place is in pristine condition, i.e. cleanliness, appropriate environmental conditions, etc.
• Once the event has ended, ensure the event location is reset to the standard operating set­ up configuration
• Together with the Associate Director, evaluate and identify methods of improvement in the way Facilities supports the University's event planning operation
• Identify and oversee the necessary support needed to perform various furniture and equipment moves throughout campus (i.e. work tickets)
• Assist the SJU facilities team with identifying operational improvements via benchmarking, trend analysis, modeling and traffic patterns
• Other duties as assigned

Competencies

• Individual needs to be a self-starter; ability to work independently and on teams
• Skills in problem solving and decision making; flexibility and resourcefulness
• Administrative and organizational skills; experience and understanding of office procedures
• Customer service orientation and diplomatic method of communication
• Must possess confidence to interface with other departments and outside vendors
• Detail oriented; efficiency and ability to monitor and supervise simultaneous activities/multi-task and possess good time management
• Ability to carry a task through to completion
• Ability to manage a flexible working schedule; may have occasional weekend & evening hours
• Demonstrate initiative and mature work habits; flexibility and willingness to work in a collaborative and solution driven environment

Supervisory Responsibility

This position will manage employees in the Conference Services Department and is responsible for the performance management of the employees within that department. Employee support will be addressed based on yearly workload and project requirements.

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Work Environment

This position will operate from the Campus Facilities and Services office currently located in the ROTC building at the Queens campus. All required equipment for this role such (computers, printers, etc.) are provided by the department.

Physical Demands

While performing the duties of this job, the employee is required to visit and work at various locations on campus; lift, carry, push and pull up to 50 lbs.; climb stairs, stand and walk for long periods of time; communicate. Visual inspections play a significant role to help identify any potential issues and remedies.

Environmental Conditions

All candidates should be aware that construction and renovation/repair projects provide exposure to noise, fumes, odors, gases, dust, hazards, etc.

Position Type/Expected Hours of Work

This is a full-time position. The normal working hours of work are Monday through Friday, 8:30

a.m. to 4:30 p.m. However, the nature of the position requires a significant amount of nights and weekends to make sure all aspects of any job are proceeding without any disturbance to the University.

Travel

This position will oversee internal events for campus constituents, external day and summer overnight conferences and camps and may involve traveling to other New York campus locations.

Required Education and Experience:

• Bachelor's degree preferred; High School diploma required
• At least 3-5 years supervisory experience preferred in a high education environment and in dealing with special events

"All persons hired are required to be vaccinated against the COVID-19 virus, subject to the reasonable accommodation provisions of applicable law."

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

• Proven management-level skills in financial reporting, cost accounting, budgeting, forecasting and inventory valuation, with strong track record of accurate and timely financial reporting.
• Proficient in Microsoft products, database software and other applicable accounting and financial software and systems. Knowledge of Essbase, Hyperion, and SAP preferred.
• Proficient in implementation of corporate financial practices, analysis of financial and operating information to facilitate decision making, and recommending actions to improve performance.
• Strong leadership, communication, and team building skills.