Job Overview
Employment Type
Full-time
Compensation
Hourly
Range $19.96 - $27.94
Work Schedule
Day Shifts
Weekend Shifts
Night Shifts
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional Development
Employee Discounts
wellness programs
Job Description
The University of Rochester is a renowned private research university located in Rochester, New York. Known for its commitment to academic excellence, innovative research, and community engagement, the University prides itself on its core values embodied by the Meliora philosophy meaning 'ever better.' This deep-rooted commitment reflects in every aspect of campus life, including fostering an equitable, respectful, inclusive, and accountable environment for students, faculty, and staff. The University actively promotes leadership, integrity, openness, and respect as shared values that build a thriving community for all. Located at 500 University Ave, Rochester, this institution covers a broad array of disciplines and offers extensive opportunities for professional development and growth within a collaborative and supportive setting.
The position available is a full-time role within the Department 700804 MAG-Events, specifically supporting the Memorial Art Gallery (MAG) at the University of Rochester. The Events Coordinator plays an essential role in the successful execution of various events and gatherings held at the Gallery. This position requires an individual with exceptional project management skills, sales acumen, and customer service abilities, as this role involves extensive client interaction and coordination with multiple stakeholders including internal departments, external vendors, and high-profile donors and community partners. The salary range for this role is hourly $19.96 to $27.94, reflecting the candidate's experience, education, and skills.
The primary responsibilities include managing the events office, coordinating the annual Clothesline Festival which is MAG's largest fundraising event, and ensuring smooth event logistics from inception through execution. The role requires managing bookings, contracts, event finances, and scheduling internal and external events while maximizing resource utilization. The Events Coordinator also handles communication with caterers, clients, and other service providers, prepares event specifications, and supervises event staff including facilities, security, and docents. Proactive collaboration with Advancement staff, University leadership, and external organizations to foster new business opportunities and support high-level events is integral to this position.
This role demands a candidate who is an excellent multitasker, detail-oriented, and able to solve problems independently while maintaining a high level of professionalism and confidentiality. Work hours may include evenings, weekends, holidays, and special event coverage, requiring flexibility and a commitment to exceptional customer service. Overall, this opportunity offers the chance to be part of an esteemed institution dedicated to cultural enrichment and community engagement through the arts, playing a pivotal role in event management and client service at a highly respected art gallery connected with a leading university.
The position available is a full-time role within the Department 700804 MAG-Events, specifically supporting the Memorial Art Gallery (MAG) at the University of Rochester. The Events Coordinator plays an essential role in the successful execution of various events and gatherings held at the Gallery. This position requires an individual with exceptional project management skills, sales acumen, and customer service abilities, as this role involves extensive client interaction and coordination with multiple stakeholders including internal departments, external vendors, and high-profile donors and community partners. The salary range for this role is hourly $19.96 to $27.94, reflecting the candidate's experience, education, and skills.
The primary responsibilities include managing the events office, coordinating the annual Clothesline Festival which is MAG's largest fundraising event, and ensuring smooth event logistics from inception through execution. The role requires managing bookings, contracts, event finances, and scheduling internal and external events while maximizing resource utilization. The Events Coordinator also handles communication with caterers, clients, and other service providers, prepares event specifications, and supervises event staff including facilities, security, and docents. Proactive collaboration with Advancement staff, University leadership, and external organizations to foster new business opportunities and support high-level events is integral to this position.
This role demands a candidate who is an excellent multitasker, detail-oriented, and able to solve problems independently while maintaining a high level of professionalism and confidentiality. Work hours may include evenings, weekends, holidays, and special event coverage, requiring flexibility and a commitment to exceptional customer service. Overall, this opportunity offers the chance to be part of an esteemed institution dedicated to cultural enrichment and community engagement through the arts, playing a pivotal role in event management and client service at a highly respected art gallery connected with a leading university.
Job Requirements
- Bachelor's degree or equivalent combination of education and experience
- Minimum one year of administrative experience
- Ability to work nights, weekends, holidays, and special events
- Strong project management skills
- Excellent communication and interpersonal skills
- Ability to manage competing demands and deadlines
- Commitment to excellent customer service
- Ability to work effectively as part of a team
- Self-motivated and proactive
- Maintain confidentiality and professionalism
Job Qualifications
- Bachelor's degree or equivalent combination of education and experience
- At least one year of administrative experience
- Preferred experience in event planning, hospitality, or project management
- Strong written and verbal communication skills
- Ability to manage multiple competing priorities
- Excellent organizational skills and attention to detail
- Demonstrated ability to collaborate effectively within a team
- Proven customer service skills
- Self-motivated and proactive approach
- Ability to anticipate and meet client needs
Job Duties
- Manages activities of the events office including staff oversight and event scheduling
- Coordinates the M&T Bank Clothesline Festival including vendor contracts and logistics
- Maintains and tracks event finances and authorizes payments and invoices
- Provides sales and customer service support to internal and external clients
- Develops and maintains professional relationships with clients and vendors
- Prepares event documentation including contracts, room diagrams, and event spec sheets
- Oversees event staff including security, facilities, docents, and catering to ensure smooth event operations
- Responds to client inquiries and on-site requests during events
- Processes necessary documentation for event sales and maintains events office records
- Collaborates with Advancement staff and University leadership on high level events and new business development
Job Criteria
Experience
Entry Level (1-2 years)
Job Location
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