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Event Coordinator - Part time, Temporary

Employer
Northeastern University
Location
Massachusetts, United States
Salary
Salary Not specified
Date posted
Jul 13, 2022


Event Coordinator - Part time, Temporary

About the Opportunity

Northeastern University's Roux Institute is designed as an engine of innovation, talent-building, and economic growth for Portland, Maine, and northern New England. We are nurturing an environment for high-impact research and innovation in computer and data science, digital engineering, the advanced life sciences and medicine, and other tech fields. And we are helping entrepreneurs launch businesses focused on and powered by technology. Together, we envision an innovation corridor that in the coming years will stretch from Boston to Portland and beyond.

This is a unique opportunity to support the Roux Institute mission and vision through the design and execution of compelling events and experiences. From large multi-institutional symposia and high-profile community and corporate events to smaller research symposiums and meetings that engage the Northeastern community, we use events to engage and inspire stakeholders from across our ecosystem. Further, the Roux Institute is part of the Biologics Effectiveness and Safety (BEST) program of the Center for Biologics Evaluation and Research (CBER) at the Food and Drug Administration. We are charged with organizing several meetings per year to convene researchers, regulators, and industry leaders.

The Events Coordinator is a part-time, temporary role that will provide administrative and logistical support to the Observational Health Data Sciences and Informatics (OHDSI) Center at Northastern's Roux Institute in support of the BEST program. The team's work includes meetings, symposiums, multimedia events and leadership retreats. These events will primarily occur locally,with many events being conducted in a hybrid or virtual format (via Zoom). Supporting actions include, but are not limited to; working with leadership to coordinating programming elements; maintaining event mailings and communications; interfacing with invited speakers and attendees; tracking information pertaining to each event; and working with other Roux Event Management personnel to execute planning and logistics of each assigned special event. This position is responsible for coordinating with the Director of the OHDSI Center to ensure that all details and mechanics required to produce, successful, high quality, special events are flawlessly orchestrated from start to finish. The Event Coordinator must be available for evening/weekend hours and able to travel as needed.

Qualifications
  • Bachelor's Degree and one to two years professional experience (preferably in event management or community relations). Volunteer experience may be substituted for paid, professional roles.
  • Superior guest relations skills
  • Strong organizational and communication skills, both verbal and written.
  • Must be extremely detail-oriented, able to work independently, and prioritize work to meet high quality expectations and deadlines.
  • Must have demonstrated an ability to multitask and manage multiple projects and work assignments from various levels of university administration and volunteers.
  • Demonstrated project management and budget management capabilities.
  • Must demonstrate the ability to work in a fast-paced environment and possess high levels of customer service and professionalism, particularly in stressful situations.
  • Must be available for evening/weekend hours and able to travel as needed.
  • Competence with Microsoft Office including Word, Excel, Outlook and PowerPoint
  • Familiarity with virtual meeting platforms such as Zoom (strongly preferred)


Key Responsibilities & Accountabilities

Event Management 70%
  • Oversee planning and logistics of each assigned special event at the Institute
  • Coordinate with Roux Marketing to ensure all events are marketed via Roux Institute Social Media channels
  • For Seminar Series: Liaise with Center Director to ensure speaker readiness, including adherence to FDA compliance for conflict of interest disclosures
  • Maintain event mailings and tracker of communications with speakers, VIPs and attendees

Tracking information pertaining to each event, including complete all post event follow up with Center Director (e.g.archiving Zoom attendance reports, uploading recordings to Roux Institute Vimeo account and coordinating with Marketing to archive materials on OHDSI Center website)

Event Execution 20%
  • Liaise with internal and external vendors scheduling and confirming delivery of assigned production goods and services
  • Manage “load-in and load-out” assisting with on-site production, installation, set-up and break-down
  • Other duties as assigned


Guest Management 10%
  • Provide exceptional customer service and hospitality to event guests
  • Develop accurate guest lists and supporting information for each event (biographical information, briefings, etc.)
  • Maintain timely and accurate event data by tracking and inputting all pertinent information into appropriate databases (Salesforce, Attend, Excel, etc.) and regularly report out to Center Director
  • Serve as contact point for invitee/guest inquiries from all communication channels (telephone, mail and electronic) with follow up to completion/resolution
  • Orchestrate the accurate production and distribution of nametags or other guest specific materials
  • Provide onsite registration management, support and guest greeting

The Roux Institute is strongly committed to fostering excellence through diversity and recognizes the strength that diversity in all its forms brings to the research endeavor. We invite applications from all qualified candidates and enthusiastically welcome applications from women, minorities, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression.

Position Type

Temporary

Additional Information

Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.

To learn more about Northeastern University's commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.


To apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Portland-ME/Event-Coordinator---Part-time--Temporary_R105015 jeid-9d28f247cbc1cd4ca4eb94a1b6385495

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