Edtech.com's Summary

Columbia University's Data Science Institute (DSI) is hiring an Events and Marketing Coordinator. The coordinator manages the full lifecycle of events, collaborating with various teams to deliver seamless events, and supports marketing activities including digital outreach and promotional coordination.

Highlights

Manage event planning and logistics from start to finish, including venue booking, catering, AV setup, and registration management via Eventbrite.
Coordinate with faculty, leadership, facilities, catering, and technical teams to ensure professional event execution.
Develop and manage digital and print event collateral consistent with DSI branding.
Support event marketing activities using tools like Mailchimp, Adobe, and Canva Pro.
Temporary one-year position with 35 hours per week and salary range between $64,350 and $68,000.
Bachelor’s degree or equivalent and at least 1 year of related experience in event coordination or administrative support required.
Experience or proficiency with Google Docs, Sheets, Slides, Asana, Zapier, Mailchimp, and Eventbrite preferred.
Strong organizational and communication skills with the ability to work independently and collaboratively in a team.
Preferred experience includes supporting event logistics in university or nonprofit settings and interfacing with senior faculty and external partners.
Interest in data science, AI, higher education, and public engagement highly valued.

Events and Marketing Coordinator Full Description

Job Type: Officer of Administration
Regular/Temporary: Temporary
Hours Per Week: 35
Salary Range: $64,350 - $68,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Data Science Institute (DSI) at Columbia University is a world-leading institute in research and education in the theory and practice of the emerging field of data science. The Data Science Institute's mission involves advancing the state of the art in data science; transforming all fields, professions, and sectors through the application of data science, while ensuring the responsible use of data for the benefit of society.

Each academic year, DSI produces over 60 events and supports more than 20 additional partnership events. Events range from small, high-touch gatherings to large-scale conferences with more than 1,000 attendees. Event types include faculty seminars, industry and donor engagement events, academic workshops, technology demonstrations, and high-profile strategic programs.

Reporting to the Director of Events and Marketing, the Events and Marketing Coordinator will play a central role in managing the logistics and operations of DSI’s busy events calendar. The Coordinator will take an end-to-end planning approach, overseeing the full lifecycle of events and liaising with faculty, leadership, facilities, catering, and AV/technical teams to deliver seamless, professional experiences. The role also supports event-related marketing activities, including digital outreach, event branding, and coordination of promotional efforts with internal and external partners.

This is a one year, temporary position with the possibility of extension if funding is secured.

Responsibilities

Event Planning and Logistics (75%)

Support planning and execution of events from start to finish, using project management tools to track timelines, logistics, and task progress. Support the Events and Marketing Director in streamlining workflows and processes related to event planning and execution.
Coordinate venue logistics, including booking spaces, arranging catering and custodial services, managing rentals and inventory, setting room layouts, and overseeing AV setup and staffing needs.
Manage event registration via platforms such as Eventbrite, including building registration pages, monitoring RSVPs, preparing guest lists, and ensuring compliance with University access protocols.
Work closely with the Events and Marketing Director, DSI leadership, and DSI faculty to clarify event goals and align on expectations for content, flow, and execution.
Convene and participate in planning meetings to gather, synthesize, and share information that ensures coordinated logistical support—particularly with campus partners such as AV, Facilities, Building Services, and Public Safety, as well as external vendors.
Intake and organize new event requests, support the onboarding of faculty- and partner-led events, and help maintain a clear pipeline of upcoming activities.
Create and manage digital and print event collateral, including promotional flyers and graphics, presentation slide decks, onsite event signage, name badges, program documents, and event website listings. Maintain written and visual consistency with the broader DSI brand.
Help ensure event plans align with budget parameters and resource expectations set by DSI leadership.
Serve as an on-site logistics lead at assigned events, providing support for setup, check-in, vendor coordination, and live problem-solving. Act as a visible point of contact for speakers and guests.
Manage post-event debriefs as needed, making note of changes to procedures.
Organizes and documents event needs, planning timelines, and budgets; maintains clear, detailed records to support event execution, future duplication, and continuous improvement.
Be an active member of a small events team and the broader DSI staff, helping to share tasks across team members and interns, and contributing to a positive, collaborative work environment.

Event Marketing (25%)

Support formatting event marketing materials, including newsletters and graphics using tools like Mailchimp, Adobe, and Canva Pro.
Clean and maintain event registration lists to ensure accurate attendee records in line with broader strategic goals.
Help maintain visual and written consistency across DSI’s public-facing event calendars, ensuring timely updates and accurate information.
Support communication between DSI administration and event co-sponsors to track sponsorship deliverables and make sure marketing and branding commitments are met.
Assist in organizing and archiving marketing assets for past events, helping build a reusable content library and support future promotional efforts.
Additional duties as assigned.

Minimum Qualifications

Bachelor’s degree or equivalent, and 1 year of related experience in event coordination, communications, or administrative support.
Strong organizational skills and excellent attention to detail; must be able to manage multiple tasks, timelines, and deadlines in a fast-paced environment.
Demonstrated ability to manage time effectively, prioritize competing responsibilities, and stay on top of shifting event logistics and communications needs.
Ability to work independently and collaboratively within a small, team-oriented environment.
Experience with or willingness to learn new software tools (e.g. Google Docs, Sheets, Slides); workflow tools (e.g Asana, Zapier); email platforms (e.g. Mailchimp), and event software (e.g. Eventbrite).
Ability to adapt to new systems and processes quickly; willingness to take ownership of workflows and help maintain organized digital files and tracking systems.
Excellent written and verbal communication skills, with professionalism in representing the team to internal and external stakeholders. Possesses a high level of discretion with a customer service mindset.

Preferred Qualifications

Experience supporting event logistics in a university, nonprofit, or mission-driven environment.
Demonstrated ability to be a proactive, solutions-oriented thinker—comfortable asking clarifying questions, anticipating logistical needs, and taking initiative.
Willingness to take a hands-on role in day-of event support, including load-in/load-out, setup, registration, and on-the-ground troubleshooting; comfortable pitching in wherever needed to ensure smooth execution.
Comfortable interfacing with senior faculty, administrators, and leadership across DSI, as well as external donors and industry partners; able to adapt communication style and tone to suit a range of professional audiences.
Adaptable and eager to learn; open to training and feedback with a willingness to grow into DSI’s event planning processes, systems, and standards. Takes initiative in developing new skills and refining workflows over time.
Interest in data science and AI, higher education, and public engagement through events.
Familiarity with Columbia University systems (EMS, procurement, facilities) is a plus.

Equal Opportunity Employer / Disability / Veteran

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

Original Job Description

Job Type: Officer of Administration
Regular/Temporary: Temporary
Hours Per Week: 35
Salary Range: $64,350 - $68,000

Position Summary

This is a one year, temporary position with the possibility of extension if funding is secured.

Responsibilities

Event Planning and Logistics (75%)

Support planning and execution of events from start to finish, using project management tools to track timelines, logistics, and task progress. Support the Events and Marketing Director in streamlining workflows and processes related to event planning and execution.
Coordinate venue logistics, including booking spaces, arranging catering and custodial services, managing rentals and inventory, setting room layouts, and overseeing AV setup and staffing needs.
Manage event registration via platforms such as Eventbrite, including building registration pages, monitoring RSVPs, preparing guest lists, and ensuring compliance with University access protocols.
Work closely with the Events and Marketing Director, DSI leadership, and DSI faculty to clarify event goals and align on expectations for content, flow, and execution.
Convene and participate in planning meetings to gather, synthesize, and share information that ensures coordinated logistical support—particularly with campus partners such as AV, Facilities, Building Services, and Public Safety, as well as external vendors.
Intake and organize new event requests, support the onboarding of faculty- and partner-led events, and help maintain a clear pipeline of upcoming activities.
Create and manage digital and print event collateral, including promotional flyers and graphics, presentation slide decks, onsite event signage, name badges, program documents, and event website listings. Maintain written and visual consistency with the broader DSI brand.
Help ensure event plans align with budget parameters and resource expectations set by DSI leadership.
Serve as an on-site logistics lead at assigned events, providing support for setup, check-in, vendor coordination, and live problem-solving. Act as a visible point of contact for speakers and guests.
Manage post-event debriefs as needed, making note of changes to procedures.
Organizes and documents event needs, planning timelines, and budgets; maintains clear, detailed records to support event execution, future duplication, and continuous improvement.
Be an active member of a small events team and the broader DSI staff, helping to share tasks across team members and interns, and contributing to a positive, collaborative work environment.

Event Marketing (25%)

Support formatting event marketing materials, including newsletters and graphics using tools like Mailchimp, Adobe, and Canva Pro.
Clean and maintain event registration lists to ensure accurate attendee records in line with broader strategic goals.
Help maintain visual and written consistency across DSI’s public-facing event calendars, ensuring timely updates and accurate information.
Support communication between DSI administration and event co-sponsors to track sponsorship deliverables and make sure marketing and branding commitments are met.
Assist in organizing and archiving marketing assets for past events, helping build a reusable content library and support future promotional efforts.
Additional duties as assigned.

Minimum Qualifications

Bachelor’s degree or equivalent, and 1 year of related experience in event coordination, communications, or administrative support.
Strong organizational skills and excellent attention to detail; must be able to manage multiple tasks, timelines, and deadlines in a fast-paced environment.
Demonstrated ability to manage time effectively, prioritize competing responsibilities, and stay on top of shifting event logistics and communications needs.
Ability to work independently and collaboratively within a small, team-oriented environment.
Experience with or willingness to learn new software tools (e.g. Google Docs, Sheets, Slides); workflow tools (e.g Asana, Zapier); email platforms (e.g. Mailchimp), and event software (e.g. Eventbrite).
Ability to adapt to new systems and processes quickly; willingness to take ownership of workflows and help maintain organized digital files and tracking systems.
Excellent written and verbal communication skills, with professionalism in representing the team to internal and external stakeholders. Possesses a high level of discretion with a customer service mindset.

Preferred Qualifications

Experience supporting event logistics in a university, nonprofit, or mission-driven environment.
Demonstrated ability to be a proactive, solutions-oriented thinker—comfortable asking clarifying questions, anticipating logistical needs, and taking initiative.
Willingness to take a hands-on role in day-of event support, including load-in/load-out, setup, registration, and on-the-ground troubleshooting; comfortable pitching in wherever needed to ensure smooth execution.
Comfortable interfacing with senior faculty, administrators, and leadership across DSI, as well as external donors and industry partners; able to adapt communication style and tone to suit a range of professional audiences.
Adaptable and eager to learn; open to training and feedback with a willingness to grow into DSI’s event planning processes, systems, and standards. Takes initiative in developing new skills and refining workflows over time.
Interest in data science and AI, higher education, and public engagement through events.
Familiarity with Columbia University systems (EMS, procurement, facilities) is a plus.

Equal Opportunity Employer / Disability / Veteran

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

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