The Event Coordinator of the Lynne Parks ’68 SUNY Cortland Alumni House is responsible for coordinating, planning, and supporting the successful execution of small and large-scale events at the Parks Alumni House while building and maintaining positive relationships with all event hosts, guests, partners, vendors, and community organizations. This position provides clear and timely communication regarding event planning, logistics, and execution to ensure successful events and functions at the Parks Alumni House. This position coordinates event logistics and serves as a primary contact for clients, sponsors, vendors, and campus partners to ensure events are executed efficiently and provide a positive experience for participants and guests.
What makes SUNY Cortland a great place to work?
- Our positions provide predictable salary progressions, and many offer permanency.
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Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement.
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SUNY Cortland prioritizes work-life balance and well-being in all forms. The university’s state-of-the-art Student Life Center is free for employees to use, with membership options for families. Alternate work schedules are available with a supervisor’s approval.
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Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding.
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Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region’s offerings
Major Responsibilities
Major Responsibilities/Duties Event Planning
- Coordinate and support the planning, organization, and execution of events hosted at the Lynne Parks ’68 SUNY Cortland Alumni House.
- Serve as the primary contact for event inquiries, event hosts, attendees, etc., for the Parks Alumni House
- Schedule and maintain the event calendar for the Parks Alumni House, ensuring accurate reservations and space utilization records.
- Develop, create, order, and maintain event materials such as itineraries, timelines, food labels, menus, programs, seating charts, checklists, and other event related documents in a clear, professional, and user-friendly format.
- Monitor and manage inventory needs for the Parks Alumni House, such as event supplies, linens, table settings, beverage service items, and other materials necessary for event operations.
- Coordinate with third-party vendors, such as florists, caterers, rental providers, and other service partners to secure and facilitate services required for successful event execution.
- Prepare and manage event agreements, process event-related payments, and maintain documentation in accordance with university policies and established business practices.
- Create, market, and advertise Parks Alumni House’s events with the assistance of the Associate Director of Campus Event Management.
Marketing, Social Media & Technology Management
- Develop and maintain the Parks Alumni House website as a primary guest-facing resource, showcasing the event spaces, venue amenities, services, and the history of the Parks Alumni House.
- Collaborate with the Associate Director of Campus Event Management to develop and implement marketing, promotional, and social media initiatives for the Parks Alumni House.
- Represent the Parks Alumni House at local business networking events, community organizations, and gatherings to promote venue services and increase event bookings.
- Provide audio-visual support for events as needed, such as setup, operation, and troubleshooting of presentation equipment, screen, projector, televisions, sound systems, and other event technology.
- Conduct annual market and vendor reviews to identify trends, assess service offerings, and recommend opportunities to enhance event services and venue competitiveness.
- Create, maintain, and update communications for the Parks Alumni House, such as email communications, voicemail messaging, website content, and social media platforms, ensuring information is accurate, timely, and consistent with university policies and procedures.
Operations and Administrative Support
- Monitor event setup, appearance, and cleanliness of the Parks Alumni House to ensure facility standards are maintained.
- Supervise, train, schedule, and provide guidance to student interns or student employees supporting the Parks Alumni House operations.
- Collaborate with the Associate Director of Campus Event Management to identify staffing needs for events.
- Maintain Parks Alumni House financial and operational records, such as processing payments, tracking discounts, maintaining NYS sales tax documentation, and preparing facility usage records and reports.
Stakeholder Engagement
- Assist the Associate Director of Campus Event Management in the development and implementation of stewardship for Parks Alumni House trustees, donors, volunteers, and the Alumni Association Board; such as, coordinating volunteer activities, participating Alumni Board meetings and dinners, and preparing reports, presentations, and other supporting materials.
- Serve as a backup representative for the Associate Director of Campus Event Management at Alumni Association Board Meetings and related activities, as needed.
Functional and Supervisory Relationships
- Report to the Associate Director of Campus Event Management
- Serve as supervisor for Parks Alumni House interns for both the fall and spring semesters
- Assists in supervising student interns and/or employees and the event support assistant during events
- Works closely with the Office of Campus Event Management and Alumni Engagement
Required Qualifications
- Associate’s degree
- Experience coordinating and supporting and the planning and execution of events
- Minimum of one year of experience in customer service, hospitality, event services, food service, or related field
- Experience working with event clients, guests, vendors, or other customer-facing constituencies
- Ability to work evenings, weekends, and flexible hours as required to support events
Preferred Qualifications
- Bachelors Degree
- Experience with marketing/advertising and/or sales
- 1-year supervisory experience
- Experience working within set budgets
- Experience working and/or supervising student interns or employees
- Experience working in higher education
Knowledge, Skills & Abilities
- Bachelors Degree
- Experience with marketing, promotions, social media management, advertising and/or sales
- Experience supervising, training, scheduling, or directing the work of student employees, interns, volunteers, or temporary staff
- Experience managing event-related budgets, tracking expenses, or reconciling revenues and expenditures
- Experience coordinating vendors, contracts, and event logistics
- Experience working in higher education, alumni relations, advancement, hospitality, or nonprofit organizations
- Experience maintaining websites, social media platforms, or digital communications
About the University
A top public university of approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system, SUNY Cortland prides itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than 150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The University ranks among the top campuses in the nation on Money magazine’s “Best Colleges for Your Money List,” fields a powerhouse Division III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine and many other fields.
EEO Statement
As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant’s race, color, creed, religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, transgender status, age, national origin, marital status, citizenship, physical and mental disability, criminal record, genetic information, predisposition or carrier status, status with respect to receiving public assistance, domestic violence victim status, a disabled, special, recently separated, active duty wartime, campaign badge, Armed Forces service medal veteran, or any other characteristics protected under applicable law.
