POSITION DETAILS
John Jay College of Criminal Justice, a senior college of the City University of New York (CUNY), is an internationally recognized leader in educating for justice, committed to the advancement of justice and just societies. It is a public liberal arts college that enriches the entire learning experience by highlighting themes of justice across the arts, sciences, humanities, and social sciences. Located steps from Lincoln Center at the cultural heart of New York City, the College offers bachelors and master’s degrees and participates in the doctoral programs of the Graduate School of the City University of New York. John Jay College is also recognized for serving a broadly diverse student population. Under the leadership of its fourth president, Jeremy Travis, John Jay College has experienced unprecedented faculty hiring, an expansion of its curricular offerings, and the opening in 2011 of a new 600,000 square foot building complete with a black-box theatre, state-of-the-art lab space for students and faculty, a moot courtroom, and a variety of virtual learning settings. As evidenced by so many on-going developments, the College offers its many new faculty and staff the opportunity to shape the future of their institution.
Under the supervision of the Executive Director of Development, the Special Events Specialist will work collaboratively to execute special events and programs involving the President’s Office; the Marketing & Development Department; the External Affairs Department; and other departments or outside organizations as necessary. The Special Events Specialist will serve as the point person to plan, oversee and implement all aspects of a portfolio of events as assigned as well as be available to contribute and support events being managed by others in the department. The type of events assigned will include receptions, breakfasts, luncheons, dinners/banquets, conference, performances, naming and recognition ceremonies as well as large-scale college-wide events such as Alumni Reunion, Annual Gala and the Justice Awards. In addition to the CUNY title overview, duties include but are not limited to:
* Meet with sponsors and organizing individuals/committees to plan scope and format of events, to establish and monitor budget, and to review administrative procedures and event progress.
* Create and develop event concepts and themes.
* Negotiate contracts with such service providers and suppliers as caterers, serving staff, rental companies, photographers, wine/beverages, décor, musicians, flowers and other outside vendors.
* Prepare estimate for event costs. Plan and implement events within approved budgets. Process purchase requisitions, review bills for accuracy and submit for payment. Track expenses.
* Maintain records and files on all events.
* Submit and update space reservations, facilities requests, and audio-visual needs through Virtual Event Management System (VEMS).
* Coordinate services for events including facilities work orders, catering orders, availability of audio-visual equipment, production of invitations and other printed materials and signage.
* Liaise with Public Safety as necessary.
* Prepare event-marketing materials such as flyers, posters, invitation, programs, etc.
* Be responsible for list management, seating plans, and preparing name-badges, check in lists and other event support materials.
* Order and arrange for any awards or gifts presented at events.
* Train and supervise volunteers and support staff required for events.
* Prepare written briefing materials for President Jeremy Travis including run of show, background and talking points. Assist in staffing the President and other senior college administrators at events.
* Assist with event flow to ensure program runs smoothly.
* Collects information to evaluate event success and report/track lessons learned. Conduct debriefs as necessary.
* Help build a strong reputation for the Special Events team throughout the college and with external partners and stakeholders.
* Represent the Special Events team and Marketing & Development department at interdepartmental/interdivisional planning meetings at the college when the Director of Special Events is unavailable.
* Oversee the Promotional Items for the college – including revamping the current website, enhancing the offerings and communicating with other departments about their needs.
* Assist in managing of Special Events Coordinator and College Assistants.
QUALIFICATIONS
Bachelor's Degree and four years' relevant experience required.
OTHER QUALIFICATIONS
* Skill in organizing resources and establishing priorities.
* Ability to perform complex tasks and to prioritize multiple projects
* Ability to make administration/procedural decision and judgments.
* Ability to negotiate and manage contractual arrangements.
* Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
* Ability to create, compose and edit written materials.
* Knowledge and understanding of meeting and event planning principles, requirements, procedures and available resources.
* Work processing, research and database management skills.
CUNY TITLE OVERVIEW
Plans and manages special events, seminars, and conference services programs.
* Works collaboratively with campus departments and executives, student groups, and outside organizations to develop and plan special events and programs.
* Plans event logistics and secures contracts and agreements.
* May coordinate reservations and availability of internal campus facilities.
* Creates and executes event communications, including invitations, agendas, and marketing information.
* Coordinates services related to events (i.e., equipment, catering, audio-visual requirements, media coverage). May hire and supervise staff assigned to event.
* Creates fiscal records and reports; evaluates overall event success and reports to management.
* Maintains ongoing communications with campus departments involved in events planning and execution.
* Performs related duties as assigned.
Job Title Name: Administrative Events Specialist
CUNY TITLE
Higher Education Assistant
FLSA
Exempt
COMPENSATION AND BENEFITS
$51,195 - $61,903
CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.
HOW TO APPLY
If you are viewing the job posting on any website other than CUNYFirst, please follow the instructions below:
* Go to www.cuny.edu and click on "Employment"
* Click "Search job listings."
* Search by job Opening ID number (15252)
* Click on "more options to search for CUNY jobs"
* Click on the "Apply Now" button and follow the instructions
Once you have registered or logged in with your user name and password, upload your cover letter, resume, and the names and contact information of three professional references as one document.
CLOSING DATE
Review of resumes to begin July 22, 2016.
Posting closes August 10, 2016.
JOB SEARCH CATEGORY
CUNY Job Posting: Managerial/Professional
EQUAL EMPLOYMENT OPPORTUNITY
CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.
*Location:* John Jay College
*Job Title:* Special Events Specialist
*Job ID:* 15252
*Regular/Temporary:* Regular