Events Specialist 2

Columbia University (Staff Jobs)

Position Summary

The Columbia University Irving Medical Center (CUIMC) Events Office, part of the Office of Student and Campus Services, is dedicated to producing and supporting events that advance the mission, vision, and strategic priorities of CUIMC.

Under the supervision of the Director of CUIMC Events, the Events Specialist 2 provides operational, administrative, and logistical support for a wide range of institutional events and programs. The incumbent serves as a key member of the Events team and assists with event planning, event execution, office operations, inventory management, procurement coordination, attendee support, and event-day logistics.

The Events Specialist will support all phases of event production, including planning meetings, registration management, venue preparation, vendor coordination, material distribution, setup and breakdown activities, and on-site event support. The incumbent will be responsible for maintaining event supplies and equipment, coordinating office and event-related purchasing, managing inventory, and ensuring operational readiness for programs throughout the year.

Additional responsibilities include responding to inquiries received through the Events Office shared inbox, developing Bedework calendar listings and event registration materials, supporting the campus digital signage system, maintaining event records and templates, and assisting with special projects as assigned. The incumbent will participate in pre- and post-event team meetings, troubleshoot operational challenges, and provide extensive in-person support for events across the CUIMC campus.

Responsibilities

• Event Operations and Logistics - 30%

• Serves as a primary operational support staff member for CUIMC Events programs and activities.

• Assists with planning and execution of event logistics, including venue setup, registration, catering coordination, signage placement, speaker support, audiovisual coordination, transportation arrangements, and event-day operations.

• Supports event load-in and load-out activities and assists with room preparation and breakdown.

• Coordinates event materials, name badges, registration supplies, giveaways, and other event resources.

• Participates in event planning meetings, site visits, walkthroughs, and post-event evaluations.

• Provides direct on-site support for events and assists with troubleshooting operational issues.

• Office Administration and Event Support - 25%

• Supports daily administrative operations of the CUIMC Events Office.

• Monitors and responds to inquiries received through the shared Events Office inbox.

• Assists with scheduling meetings, preparing documents, maintaining records, and organizing event-related files.

• Creates and manages Bedework calendar listings, registration forms, event templates, attendance reports, and event documentation.

• Assists with guest registration, attendee communications, and event reporting activities.

• Maintains and updates office procedures and administrative resources.

• Supplies, Inventory, and Procurement Coordination - 15%

• Maintains inventory of event supplies, promotional items, office materials, storage spaces, and event equipment.

• Orders office and event supplies and ensures adequate inventory levels are maintained.

• Tracks deliveries, organizes storage areas, and maintains inventory records.

• Assists with obtaining vendor quotes, processing purchases, and coordinating procurement-related activities.

• Supports management of event equipment and materials used throughout the year.

• Digital Signage and Event Systems Support - 15%

• Assists with day-to-day management of the campus digital signage system.

• Supports users with signage requests and basic troubleshooting.

• Assists in maintaining signage schedules and digital content workflows.

• Supports the creation and maintenance of user guides and training materials.

• Communications and Registration Support - 5%

• Assists event leads with attendee communications, registration updates, and survey administration.

• Supports the creation and distribution of approved event communications and materials.

• Assists with maintaining communication templates and registration tools.

• Other Related Duties and Special Projects - 10%

• Performs other related duties and special projects as assigned.

• Provides support for departmental initiatives and cross-functional campus programs as needed.

• Minimum Qualifications

• Bachelor's degree or equivalent in education, training, and experience, plus at least 3 years of related experience.

• Preferred Qualifications

• Experience supporting events, conferences, meetings, or hospitality operations.

• Experience in higher education, healthcare, academic medicine, nonprofit organizations, or related environments.

• Experience with event registration systems, scheduling platforms, or calendar management tools.

• Experience with inventory management, procurement, or administrative operations.

• Other Requirements

• Ability to work independently and manage multiple projects simultaneously while maintaining exceptional attention to detail.

• Strong organizational, customer service, and problem-solving skills.

• Excellent interpersonal, public relations, and communication skills.

• Ability to work effectively with faculty, administrators, students, vendors, and campus partners.

• Demonstrated ability to remain flexible and responsive in a fast-paced event environment.

• Excellent computer skills, including proficiency with Microsoft Office Suite, particularly Outlook, Excel, PowerPoint, OneDrive, and Teams.

• Familiarity with Zoom, Qualtrics, event registration platforms, and related event technologies preferred.

• Ability to lift, move, organize, and transport event materials and supplies as needed for event operations.

• Persistent at follow-up and follow-through.

• Ability to work occasional evenings and weekends in support of business and event needs.

• Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.

• Equal Opportunity Employer / Disability / Veteran

• Columbia University is committed to the hiring of qualified local residents.