• 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.

About Columbia University

Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.

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