Event Coordinator

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time event and or/conference coordination experience. Experience with Zoom, Microsoft Office Suite, and/or Google applications.

Preferred Qualifications:

Experience coordinating events in a university, hotel, conference center, or other high-volume setting. Experience with vendor/volunteer coordination. Experience with event management software such as CVENT, AudienceView, 25Live, Tripleseat, and/or CaterTrax.

Brief Description of Duties:

The Event Coordinator supports the planning and execution of high-profile University events, including Presidential programs and Commencement ceremonies. This role ensures seamless coordination of complex logistics, vendor relations, guest services, and marketing deliverables to uphold the University's reputation and enhance the student and faculty/staff experience. Working closely with departmental leadership, the coordinator manages events from conception to execution, ensuring alignment with institutional goals. The position requires excellent customer service, attention to detail, and the ability to work occasional nights and weekends to support major events. Incumbent must have excellent verbal and written skills, attention to detail, as well as interpersonal and organizational skills.

University Events:

• Plan, execute, and oversee high-profile Presidential events. Collaborate with Directors to refine program development and operations. Conduct intake meetings, site visits, and contribute to program planning. Communicate event logistics to University departments, vendors, and resources. Obtain quotes and secure vendors and facilitate vendor on-site requirements. Coordinate comprehensive logistics, including rentals, facilities, housing, parking, transportation, security, campus operations, a/v services, permits, signage, musicians, photographers, florals/decor, and catering. Create concise timelines, schedules, running orders, and briefings. Facilitate marketing deliverables and event messaging. Use event management software to handle guest lists, invitations, RSVPs, and communication. Collaborate with leadership and stakeholders to define invitee lists. Maintain comprehensive records of the invitation process. Schedule planning meetings as needed. Originate, prepare, and distribute event-related communications. Skillfully coordinate and monitor event marketing materials. Manage logistics preparation and supplies, including printing, organizing, and assembling event materials. Facilitate the preparation of speakers according to the agenda or run-of-show. Conduct comprehensive briefings for staff, vendors and volunteers, outline their respective roles and responsibilities. On the day of the event, the incumbent will ensure flawless execution and effective coordination across all facets of the event, encompassing both setup, on-site registration desk, special requests, and event breakdown. Remain abreast of regional and industry trends in events.

Commencement:

• Address candidate eligibility inquiries and collaborate closely with the registrar to confirm student eligibility. Coordinate event logistics, meetings, and production schedules. Obtain vendor quotes and process with our budget manager. Monitor and track marketing deliverables, ensuring completion. Work collaboratively with the events team to maintain engaging, up-to-date content on the commencement website and social media platforms. Support all planning activities of Grad Day, enhancing the student experience. Serve as a liaison with Athletics to coordinate commencement event ticketing, encompassing lists and exceptional customer service. Assist in vendor coordination and provide on-site support. Coordinate platform party logistics, including invitations and regalia. Facilitate special arrangements and provide arrival information for distinguished guests. Secure catering and manage logistics for related activities. Collaborate with campus operations to secure resources and floor plans. Recruit, organize, and conduct training sessions for volunteers as needed. Offer support for department convocations as required. Deliver exceptional customer service to families, students, faculty, and staff, ensuring prompt responses to inquiries.

Administrative:

• Professional correspondence via email and phone; assist with in-person inquiries when necessary. Responsible for finalizing and preparing on-site event related materials. Support packing of event supplies as required. Responsible for event-related record retention. Assist Directors by contributing to scripts. Assist with campus signage requests as needed.

Conferences/Walks:

• Assist with large-scale conferences/walks as assigned.

Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

This is a full-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $3,400 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at ... or visit OEA.

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