Event Operations Coordinator University & Advancement Events

Event Operations Coordinator University & Advancement Events

Job #  | 042189
Department Code  | 50601-7091
Department  | Advancement and External Affairs
Job Title  | Event Operations Coordinator University & Advancement Events
Location  | Syracuse, NY
Pay Range  | $21.63 - $26.90 Per Hour
Pay Determination  | Pay rates at Syracuse University are based on a combination of factors including, but not limited to, the job responsibilities; the candidate’s education, training, work experience and key competencies; the university’s strategic priorities; internal peer equity; applicable federal, state, local laws, grant funding and contractual requisites; and external market analyses.
Staff Level  | S4
FLSA Status  | Non-exempt
Hours  | Standard University business hours

8:30am – 5:00pm (academic year)
8:00am – 4:30pm (summer)
Hours may vary based on operational needs.
Job Type  | Full-time
Campus  | Syracuse, NY
Unionized Position Code  | Not Applicable

Job Description  | Reporting to the Executive Director, this role is responsible for providing event implementation, coordination of volunteers, coordination of support services, and providing administrative support to all departmental staff and handling office management tasks. The role fulfills project management responsibilities for the department overseeing coordination of campus service providers, contracts, liaison to vendors, payment processes, communication timelines and materials for programs and events. He/ She serves as the front-facing point of contact for inquiries via phone and email for major events, including Commencement. The position supports guests and staff at all unit events, noting these often occur on nights and weekends. This position is responsible for supervising student staff and volunteers (approximately 10 per event) during events and solving logistical problems quickly, efficiently, and independently. The position requires work during non-business hours which may include, but is not limited to: nights, weekends, holidays and/or academic break periods.

The Division of Advancement & External Affairs expresses a shared mission that is collaborative, trusted, respectful, future-focused and is aligned with the overall University. All current and new employees embrace and demonstrate dedication to promoting shared values in an inclusive work culture to propel the future of advancement operations in their everyday work.

Education and Experience  | Bachelor’s Degree required. At least two years of event planning experience, logistics or equivalent Experience with coordinating/managing volunteers is preferred. Experience in customer service Website management /html experience A valid driver’s license and access to reliable vehicle is required.

Skills and Knowledge  | Ability to multi-task and assist with multiple projects at once. Strong attention to detail and high level of organization Strong verbal and writing skills are required. Ability to consistently expand professional knowledge with use of all website and data platforms – i.e., iModules and Blackbaud/ CRM. Professional and friendly attitude with a willingness to answer inquiries and interact with publics/alumni. Willingness and ability to work non-traditional hours (evenings and weekends) and travel as may be required. Must be able to stand for extended periods and physically assist with set up and breakdown of events and supplies.

Responsibilities  | Manage, coordinate and provide administrative support for the programs and events supported by the office. This includes but is not limited to events supporting Advancement and External Affairs, Office of Alumni and Constituent Engagement, Chancellor’s office, Board of Trustees, and schools/colleges. Serve as process manager to coordinate operational and logistical items, including scripts, run of shows, venue and staging diagrams. Secure/coordinate volunteer solicitation, signup and assignment. Provide volunteer direction and staffing of events and programs on and off campus including set-up, breakdown, registration, and check-in. Support the planning and on-site staffing of divisional events, as well as University events that may occur outside of Syracuse, NY. Support the day-to-day work of the office and staff, including but not limited to coordinate calendars for University and Advancement Events including scheduling appointments, meeting preparation and travel arrangements; help prepare and organize correspondence and documents, coordinate program logistics, and prepare department budget/spending forecasts, purchase orders, requisitions, internal Maximo submissions, credit card reconciliations, and expense reports. This includes serving as a liaison for campus/external vendor support services, AV and facilities to coordinate logistical details and planning. Oversee and coordinate the communications functions of the office including liaison with marketing, communications, print vendors, and external vendors. Oversee departmental website and all related content. Manage external communications received from internal and external constituencies for response/delegation. Provide positive and supportive interactions/interface with internal and external constituencies via phone, email and in-person. Coordinate event registration processes including tracking attendance, maintaining attendance lists, generating nametags and other event check-in requirements. Support process and systems related to inventory control, organization, tracking and dissemination of event equipment and assets managed/owned by the unit to support major events. Serve as liaison to all AEA departments and campus administrative offices including Purchasing, Payroll, Budget, Disbursements, Facilities Management, Advancement Services and Comptroller. Coordinate data requests and retrievals with specific criteria from Advancement Services, TSS and other university departments. Coordinate vendor contracts, approval and payment process. Ensure University protocols and guidelines are in place before securing services.

Physical Requirements  | Must be able to stand for extended periods and physically assist with set up and breakdown of events and supplies.
Tools/Equipment  | Not Applicable

Application Instructions  | In addition to completing an online application, please attach a resume and cover letter.

About Syracuse University  | Syracuse University is a private, international research university with distinctive academics, diversely unique offerings and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and nearly 150 years of history, Syracuse University offers a quintessential college experience.

The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors and 100 minors offered through 13 schools and colleges; nearly 15,000 undergraduates and 5,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit www.syracuse.edu.

About the Syracuse area  | Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.

EEO Statement  | Syracuse University is an equal-opportunity institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.

Commitment to Supporting and Hiring Veterans  | Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.

Commitment to a Respectful and Welcoming Community  | Syracuse University fosters a welcoming learning environment where students, faculty, administrators, staff, curriculum, social activities, governance, and all aspects of campus life reflect a broad range of perspectives and experiences. The University community values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to engage with and appreciate the richness of backgrounds, beliefs, and experiences that shape our society. To achieve this, we strive to cultivate a community that respects and encourages open dialogue, understanding, and mutual respect.

Quick Link  | https://www.sujobopps.com/postings/110732
Job Posting Date  | 08/28/2025
Application Deadline  |
Full Consideration By  |
Job Category  | Staff
Message to Applicants  | 

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