• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $85,000 - $110,000

---

Position Summary

The Assistant Director of Events (Planning and Operations) is responsible for managing a portfolio of institutional and departmental events at Columbia University Irving Medical Center (CUIMC). This role focuses primarily on the planning and execution of smaller-scale and mid-sized programs, including welcome events, departmental gatherings, and clinical engagement programs such as an Afternoon of Science model for clinical departments.

The Director will also play a key supporting role in the execution of large-scale campus and executive-level events led by the CUIMC Events Office. This position emphasizes logistics, operational excellence, and client service.

Over time, campus engagement strategy and systems oversight will transition to a dedicated campus engagement role; therefore, this position is focused specifically on event production and execution rather than long-term engagement strategy development.

---

Responsibilities

• Event Planning and Execution

  • Manage a portfolio of smaller-scale and mid-sized institutional events, including welcome programs, faculty and staff gatherings, departmental celebrations, lectures, and recognition events.
  • Lead planning and execution for clinical department programming modeled after events such as Afternoon of Science, adapting format and logistics to meet departmental needs.
  • Develop detailed event timelines, production schedules, and run-of-show documents.
  • Coordinate all logistical components including catering, audiovisual services, rentals, space reservations, staffing, security, and technology needs.
  • Serve as primary point of contact for assigned departments and internal partners throughout the planning lifecycle.
  • Conduct site visits and ensure readiness of event spaces.
  • Provide onsite leadership and troubleshooting during events to ensure seamless execution.

  Support of Large-Scale and Executive Events

  • Support the Director of Events and senior team members in the planning and execution of large-scale institutional programs, including signature campus events, ceremonies, and executive-level gatherings.
  • Assist with logistics management, vendor coordination, staging, guest management, and production support for high-profile events.
  • Contribute to operational planning for complex, multi-stakeholder programs.

  Department and Client Partnership

  • Build strong working relationships with clinical departments and administrative units to understand programmatic goals and translate them into well-executed events.
  • Provide guidance on event best practices, budgeting parameters, timelines, and University procedures.
  • Ensure compliance with CUIMC and University policies, risk management protocols, and space-use guidelines.

  Financial and Administrative Management

  • Develop and manage event budgets for assigned programs.
  • Track expenses and ensure adherence to approved financial parameters.
  • Process vendor invoices, contracts, purchase orders, deposits, and honoraria in accordance with University financial policies.
  • Maintain accurate documentation and provide post-event budget reconciliation summaries.

  Vendor and Operational Coordination

  • Source and coordinate vendors including catering, audiovisual services, rentals, décor, and printing.
  • Negotiate pricing when appropriate and ensure contracted deliverables are met.
  • Coordinate with Facilities, Public Safety, IT, and other operational departments to ensure event readiness.

  Office and Team Contribution

  • Collaborate closely with the CUIMC Events Office team to ensure alignment of standards, processes, and service delivery.
  • Contribute to event planning templates, operational resources, and process improvements.
  • Assist with mentoring or guiding junior staff, student workers, or temporary event staff as assigned.
  • Represent the CUIMC Events Office in meetings with campus partners as appropriate.

---

Minimum Qualifications

• • Bachelor’s degree or equivalent experience required.
  • Four years of professional event planning experience, preferably in higher education, healthcare, nonprofit, or complex institutional settings.
  • Demonstrated experience managing multiple events simultaneously with strong attention to detail.
  • Strong project management and organizational skills.
  • Excellent interpersonal and client service skills.
  • Experience managing event budgets and financial reconciliation processes.
  • Ability to work evenings and weekends as required for event support.

---

Preferred Qualifications

• • Experience planning events in an academic medical center or university environment.
  • Familiarity with Columbia University systems (e.g., EMS, ARC, FFE).
  • Experience supporting executive-level or high-profile institutional events.
  • Knowledge of event production elements include staging, audiovisual coordination, and venue logistics.

---

Equal Opportunity Employer / Disability / Veteran

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