Program & Event Specialist, Conference and Event Specialist

Princeton University; Princeton (NJ); On-site; USD 75,000 - 84,000; Full time

Job summary

Princeton University is seeking a Program and Event Specialist within Conference and Event Services to provide event advising, logistical support, and event-day management for university conferences and programs.

You will advise on venue selection, catering, transportation, housing, A/V, and registration; coordinate with internal service providers and external vendors; ensure compliance with university policies and manage budgets.

Qualifications

• Bachelor’s degree or 3-5 years of equivalent experience in conference and/or event management.
• Demonstrated ability to work collaboratively in a diverse environment.
• Ability to work in a fast paced, team centered environment with competing demands.
• Experience with providing excellent customer service.
• Ability to manage and prioritize multiple, on-going projects while maintaining the highest quality of professionalism.
• Work effectively across departmental lines to assure a standard of excellence in all conferences and events.
• Must be able to independently troubleshoot and make decisions based on the needs of the event/conference while ensuring compliance with University policies and striving to provide a level of excellence to the client.
• Excellent written and oral communication skills.
• Excellent diplomacy and discretion.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams).
• Must be able use technology and systems and learn new computer programs and applications quickly.
• Must have a valid driver’s license.
• Must be able to work a flexible schedule, which will include evenings and weekends.

Responsibilities

• General Event Support. Advise and support faculty, student, and administrators with all aspects of planning events at Princeton University.
• Facilitation of vendors and service providers. Serve as a liaison to internal service providers and coordinate event support for external clients.
• Advising clients on policies and best practices. Provide guidance on campus policies and event planning best practices.
• High-profile event support. Coordinate with colleagues and campus offices to manage logistics for large events.
• Supporting event registration and event-specific content. Create and manage online registration pages when required.
• Supporting external organizations. Vet approval processes and provide comprehensive event management for approved external programs.

Education

Bachelor’s degree or 3-5 years of equivalent experience in conference and/or event management

Tools

EMS

StarRez

Microsoft Office

Job description

Overview

Conference and Event Services (CES) serves as a centralized resource for planning academic year and summer conferences, meetings, and events at Princeton University. CES provides guidance and education on event related policies and compliance, and space scheduling support for the University. The CES team shares a commitment to consistently providing exceptional customer service while cultivating sustainable relationships with internal and external clients. CES is the liaison to external and not-for-profit organizations that are interested in renting University facilities. CES oversees Princeton University’s summer program for internal and external customers including conferences, enrichment programs, workshops, meetings, etc. CES prides itself in being the best at what they do by embracing a comprehensive approach to advising the event planner community on events at Princeton University.

Conference and Event Services is guided by the three University Services pillars: service excellence, efficiency and effectiveness, and team and people.

The Program and Event Specialist serves as a centralized resource for University-sponsored events and external clients hosting conferences and programs in University facilities. While the sponsoring groups that they support may differ, the overall makeup of their professional responsibilities share similar characteristics and ranges of complexity. The Program and Event Specialist will provide event advising and consulting, logistical support, and event-day management for select conferences and events.

A cover letter is required for full consideration.

Responsibilities

Event Management Advising and Support:

• General Event Support. Advise and support faculty, student, and administrators with all aspects of planning events at Princeton University. This may include advising on venue selection, catering, transportation arrangements, housing accommodations, catering and dining arrangements, audio/visual equipment, event décor and design, online event registration, and event budget management.


• Facilitation of vendors and service providers. The Program and Event Specialist will serve as a liaison to internal service providers on behalf of internal and external clients. This will involve meeting with clients to assess their needs, advising internal clients on how to engage with service providers, make recommendations on appropriate services and coordinating event support service on behalf of external clients. When external vendors and other services are required, the Program and Event Specialist will facilitate connections for the client to external vendors.


• Advising clients on policies and best practices. The Specialist will serve as an expert in Princeton University event planning best practices and campus policies, providing guidance and awareness to clients related to laws and campus policies applicable to planning events on campus.


• High-profile event support. The Specialist will be called upon to support some high-profile events and work collaboratively with colleagues in the department hosting the event to facilitate logistics. In addition to venue selection, catering, transportation arrangements, accommodations, dining arrangements, audio/visual equipment and event budget management, high-profile event support may require coordination with the Department of Public Safety and other campus offices.


• Supporting event registration and event-specific content. When required at the direction of the Assistant Director or Director, the Program and Event Specialist will create and manage online event registration pages for select internal events and programs, as well as other event-related communications.


• Supporting external organizations. The Program and Event Specialist often serves as a first line contact for external organizations desiring to host an event on campus. This often entails advising requestors whether the University can accommodate their function. It is imperative that the individual be well versed in vetting and approval processes for external organizations and utilize strong customer service skills to provide clients with a knowledgeable and thoughtful information about why their program can/cannot be accommodated. The Program and Event Specialist will provide comprehensive event management and support for approved external organization programs and events. This may include but are not limited to event budget management, food and beverage, meeting rooms selections, floor plans, audio/visual equipment, and housing accommodations. This role will also provide guidance to approved external organizations on compliance with University policies, protocols, and rules.

Space Scheduling:

• Reviewing event request compatibility with University space and calendar. Under the guidance of the Assistant Director, Programs and Events, the Program and Event Specialist measures content and logistical requirements of each external conference proposal to ensure alignment and reasonable compatibility with the primary activities, course schedule, and the institutional mission and priorities of Princeton University to prevent conflicts between space-use for events and classroom and academic activities.


• Proficiency and daily use of EMS. The Program and Event Specialist will support the University’s room scheduling process including managing space requests in EMS for non-class use, sharing information regarding scheduling policies related to non‑academic reservations, troubleshooting and developing viable solutions to common scheduling conflicts.


• Scheduling policies and best practices. The Program and Event Specialist will maintain a working knowledge of University policies, procedures, and practices relative to scheduling academic and non-academic spaces on campus. This individual is also tasked with efficiently and effectively troubleshooting common scheduling issues such as room conflicts and helping clients find alternative space options when necessary. The Program and Event Specialist will work with the Scheduling and Event Technologies team to report common support issues, track, and document user needs with a focus on the customer experience.

Finance and Compliance:

• Event budgeting guidance and management. The Program and Event Specialist will work with the Business and Compliance Manager in StarRez to provide clients with accurate estimates of costs associated with University Services for programs and events. Establish and manage quotes for programs, monitor the income and expenses for each program, and work with the CES Business and Compliance Manager at the conclusion of the event to ensure expenses have been accurately captured for billing.


• Event risk management guidance. Mitigate risk by providing guidance on the safety of event attendees, protecting the University’s reputation, insurance compliance, and managing financial risk. Facilitate transaction authority for use of campus facilities by external organizations. Provide guidance for the Policy for Programs Involving Minors. Provide guidance to internal and external clients on policies related to alcohol, food trucks, animals, merchandise sales.

Other Responsibilities:

• Special Projects – Will manage special projects as requested by the Assistant Director, Programs and Events and the Director, Conference and Event Services.

Job Complexity: The entire nature of the conference and events profession is creativity and the generation of ideas. The Program and Event Specialist position is greatly varied in responsibilities. Fluency in office operation, university policy and the operation of other departments is necessary. Interpersonal communication skills, and multitasking should all be fortes. The ability to coordinate service providers both within single programs and across multiple events will be required. The ability to develop relationships and knowledge of facilities, technical operations etc., is required.
Essential Contacts: Strong relationships between the Program and Event Specialist and individuals across campus are vital to the success of any event. The Program and Event Specialist will interact with faculty; academic and administrative managers; front line staff in Facilities, Campus Dining, The Service Point, Transportation and Parking Services, Housing and Real Estate Services, and the Department of Public Safety. The Program and Event Specialist also works with external vendors and members of the community on events hosted on campus.

Qualifications

Essential Qualifications:

• Bachelor’s degree or 3-5 years of equivalent experience in conference and/or event management.


• Demonstrated ability to work collaboratively in a diverse environment.


• Ability to work in a fast paced, team centered environment with competing demands.


• Experience with providing excellent customer service.


• Ability to manage and prioritize multiple, on-going projects while maintaining the highest quality of professionalism.


• Work effectively across departmental lines to assure a standard of excellence in all conferences and events.


• Must be able to independently troubleshoot and make decisions based on the needs of the event/conference while ensuring compliance with University policies and striving to provide a level of excellence to the client.


• Excellent written and oral communication skills.


• Excellent diplomacy and discretion.


• Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams).


• Must be able use technology and systems and learn new computer programs and applications quickly.


• Must have a valid driver’s license.


• Must be able to work a flexible schedule, which will include evenings and weekends.

Preferred Qualifications:

• Bachelor’s degree.


• Demonstrated financial acumen.


• Familiarity with Event Related Technologies (e.g., EMS, StarRez, etc.).


• Experience training and working with student staff.


• Event management experience in a university setting.

____________________________________

Princeton University is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.

The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.

If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.

The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Probationary Period

180 days

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver’s License Required

Yes - Car

Experience Level

Mid-Senior Level#LI-GR1

Salary Range

$75,000 to $84,000