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Assistant Director, Operations and Events

Company: Yale University
Location: New Haven
Posted on: November 23, 2021

Job Description:

Assistant Director, Operations and Events Center for Innovative Thinking - Program Manager 69450BR University Job Title Conferences and Events Manager Bargaining Unit None - Not included in the union (Yale Union Group) Standard (M-F equal number of hours per day) Searchable Job Family Administration Total # of hours to be worked: 37.5 Position Focus: Tsai Center for Innovative Thinking at Yale seeks an energetic Assistant Director of Events and Operations to support and grow programming for student innovators throughout campus. Reporting to the Director of Operations and Technology, the Assistant Director manages our portfolio of signature events and coordinates and supports all program operations and logistics for CITY's programming.

Specifically, the Assistant Director will:

Manage, and implement the Tsai CITY's portfolio of signature events. For each signature event, the Assistant Director is responsible for projecting and managing event budget, planning and coordinating with key stakeholders and vendors, leading day-of operations. The current portfolio of special events includes:

Yale Entrepreneurship & Innovation Expo. This is a campus wide event showcasing innovation opportunities at Yale and in New Haven for new and returning Yale students.
Startup Yale, Yale's annual celebration of innovation and entrepreneurship across Yale.
Tsai CITY Orientations. A series of information sessions to highlight ways students can engage with Tsai CITY.
1-2 additional signature events per year.

Manage all event operations for Tsai CITY programming including room reservations, catering management, collaborating with the Director of Communications to effectively market programming.

Primary responsibility for operations oversight and coordination of all Tsai CITY events, and related activities. Follows up routinely with all participants to insure optimal execution.
Using the relevant University systems and other reporting tools, oversees event budgets and other relevant information for events, including following up with vendors, staff and other offices as needed.
Establishes, implements, and coordinates procedures to ensure compliance with all University procurement regulations and reporting requirements as appropriate for events coordination.

Develop and maintain working relationships with a variety of individuals, corporations, or agencies outside Yale University. Responds to inquiries or, when appropriate, directs calls, and correspondence to appropriate parties, based on independent determination. On a regular basis, serves as principal source of information about events to students, staff, faculty, alumni, and vendors. Serves as source of information on policies, and procedures to participants.

Perform additional functions incidental to activities in the Tsai CITY Office to maintain the highest level of support. 1.--Manage and advise clients while developing budgets which can include housing, meeting space, food and beverage, administrative fees, transportation, online registration programming, hotel rates, audio visual services, IT support, custodial, telecommunications, contingency funding and taxation. Implement, monitor and update program budgets as plans develop. Advise clients regarding line item expenses and ensure that funding sources are sufficient to cover the program budget. Create final forecasts, reconcile budgets for invoicing and ensure all charges are accounted for, accurate and explained properly. 2.--Manage delivery of all services contracted by YC&E working closely with Yale internal and external service providers; including, but not limited to Yale Catering, Media Services, Custodial Services, Security, RIS and Campus Police, as well as those provided by hotels, caterers, and other community service providers. Balance competing priorities to meet all program requirements in a timely manner and deliver quality results. Negotiate pricing and services with facilities and suppliers. 3.--Initiate and respond to new and recurring program requests. Work with client to develop program content if applicable, secure facilities and determine service provider needs. Ensure that the experience of program participants and guests meets Yale's standard of excellence. 4.--Provide comprehensive on-site management as dictated by program. Provide high-level customer service to guests and clients, ensuring that respect, responsiveness, and professionalism is demonstrated and that key issues are addressed. 5.--Work with executive staff of department to propose new business models and potentially pilot new programs which could enhance Yale's revenue potential and increase level of services offered. 6.--In conjunction with the executive team, create marketing plans for existing and potential clients that enhance visibility, enrollment, and strengthen overall programs. Meet sales revenue targets if applicable. 7.--Recruit, hire, train, lead, and supervise full-time summer staff and part-time students throughout the year. Direct staff to carry out all aspects of program management, which includes, but is not limited to; client relations, compliance, risk management, housing assignments, registration, conference planning, processing, service orders, travel, database management and onsite coordination. Determine staff schedules with daily oversight of performance. 8.--Cultivate and develop beneficial relationships with internal and external service providers. Serve as a liaison with numerous university departments and external organizations. Communicate department's on-going program activity to Yale departments and community that may be affected. 9.--Utilize industry software applications and event management database systems. Generate reports and create invoices. Create, test, and monitor all online conference registration forms using web-based registration system. Prepare and review standard and ad hoc registration reports for internal and external users. 10.--Respond to safety issues working with Yale Security and Yale Police. Notify Yale Health and local health official regarding any public health issues of program participants. Respond accordingly for any and all medical emergencies and liabilities. 11.--Perform other duties as assigned. Required Education and Experience Bachelor's Degree in related field and five years of related experience; or an equivalent combination of education and experience. Program development, high end program management, and/or sales. 1-3 years supervising staff. Required Skill/Ability 1: Ability to work with a variety of computer applications. Strong working knowledge of e-mail and proficient in spreadsheet software. Strong technical skills in Microsoft Outlook, Word (including merges), Outlook Calendar, Excel, and PowerPoint. Required Skill/Ability 2: Exceptional interpersonal skills and strong oral and written communication skills. Ability to react and adapt to changing situations appropriately. Team player with ability to represent the Center well in working collegially with peers and colleagues within and outside the University. Required Skill/Ability 3: Strong independent judgment and capacity to take initiative in a "multi-tasking" environment with minimal supervision. Very strong detail orientation. Required Skill/Ability 4: Ability to relate comfortably and knowledgeably with a wide range of individuals in high-level academic and/or professional positions. Absolute discretion with confidential information and materials. Required Skill/Ability 5: Ability to distribute assignments to C&T staff and students and to provide guidance and oversight in the completion of this work. Ability to adapt to changing work environment and responsibilities and work successfully in a fast-paced environment. Preferred Education, Experience and Skills: Strong customer service skills with experience interfacing with students. Working knowledge of Salesforce. Working knowledge of Yale policies & procedures; experience with event planning ranging from 10-500 attendees, experience with processing grants, prizes, and wages to students. Proficient in using technology and platforms to support event management. Occasional Occasional Drug Screen No Health Screening No All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit for additional information on the background check requirements and process. The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments. Affirmative Action Statement: Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual's sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University's Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: Note Yale University is a tobacco-free campus

Keywords: Yale University, New Haven , Assistant Director, Operations and Events, Executive , New Haven, Connecticut

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