Job description
Position Details
Position Information
About Hofstra
Hofstra University is nationally ranked and recognized as Long Island’s largest private university located in Hempstead, N.Y. When you work at Hofstra, you join a team of talented professionals committed to preparing students for the challenges of tomorrow, in an environment that cultivates learning through the free and open exchange of ideas for the betterment of humankind. The work we do at Hofstra supports the education and well-being of our students, and the workforce of the future. While working towards this mission, employees can take advantage of many enriching experiences on campus. Whether it’s a lunchtime lecture, a Division I NCAA athletics game, a musical concert, a theatre performance, or a visit to one of our two accredited museums, there is always something exciting to do at Hofstra. Enjoy the ease of going to the fitness center, taking a swim, or grabbing a bite to eat without having to leave our beautiful campus! Hofstra University is dedicated to recruiting and retaining a highly qualified and diverse academic community of students, faculty, staff, and administrators respectful of the contributions and dignity of each of its members. We especially encourage women, people of color, members of the LGBTQ+ community, veterans, and people with disabilities to apply.
Position Title
Special Events and Projects Coordinator
Position Number
899948
School/Division
Office of the President (division)
Department
Office of the President
Full-Time or Part-Time
Full-Time
Description
Reporting to the Associate to the President for Government and Community Affairs, the Special Events and Projects Coordinator assists with the planning, support, and execution of projects and events coordinated through the Office of the President. This role also provides high-level administrative support to the Associate to the President. Interacting with elected officials, community organizations, faculty and staff, the Special Events and Projects Coordinator project manages signature events hosted by the Office of the President that create excitement and engagement between groups of stakeholders and audiences to build upon the Hofstra brand. This is a highly visible role that requires the ability to cultivate and maintain relationships with various constituencies.
Responsibilities include, but are not limited to:
Responsibilities include, but are not limited to:
Special Events
- Coordinates and executes events and campus visits for high-profile distinguished guests as initiated by the Associate to the President for Government and Community Affairs and the Senior Advisor and Chief of Staff to the President.
- Works closely with relevant teams, including the Office of the Provost, Marketing and Communications, Development and Alumni Affairs, Center for Civic Engagement, the Cultural Center, and Student Enrollment, Engagement, and Success, to ensure events are executed at the highest level including, pre-planning, event execution, and post-debrief.
- Assists with managing external events and sponsorship inquiries and manages logistics to foster community relationships. Ensures successful external event execution.
- Provides guidance and support to a wide range of events and activities, including meetings, events at the President’s residence, receptions, Board of Trustee functions, high-profile speakers, dinners, community events, and commencement activities.
- Participates in planning meetings with internal and external stakeholders to prepare for upcoming events. Informs special event stakeholders of university policies and procedures related to the functions of the unit.
- Assists in crafting and delivering communication plans for all events such as email, social media, and signs, maintaining and integrating University Brand Standards.
- Assist with in-person setup, guest registration, event support, and break-down of on-campus events, including evenings and weekends as necessary.
Administrative Support for the Associate to the President for Government and Community Affairs
- Supports the Division of Government and Community Affairs in external engagement with elected and appointed officials, their offices, and the local community.
- Provides support in identifying and applying for federal, state, and local grants.
- Develops, maintains, and organizes a calendar for legislative hearings, community meetings, and briefings. Provides briefing materials as needed for the Office of the President.
- Develops, maintains, and organizes a database of local business groups, non-profit organizations, civic groups, community stakeholders, and regional leadership to maintain relationship between the university and local residents.
- Coordinates communications including taking calls, responding to emails, and managing calendars and travel itineraries.
- Drafts communications including, but not limited to, talking points, social media content, letters, briefing memos, and correspondence.
- Provides support for calendar and correspondence for the Associate to the President for Government and Community Affairs.
- Partners with a team of administrative assistants to provide high-level administrative support and strategies to the Office of the President.
Qualifications
- Bachelor’s degree required.
- A minimum of three years of related professional experience in an institution of higher education or other field that is related to the functions of the position.
- Ability to work independently and collaboratively in a demanding and complex work environment, to carry out assignments in a timely manner, and to adapt to changing situations and priorities.
- Demonstrated ability to communicate effectively, orally and in writing, with a diverse population of internal and external constituencies utilizing a high level of interpersonal and customer service skills to resolve problems, respond to inquiries, and obtain and disseminate information.
- Must possess strong organization skills and be able to collect large amounts of data, which are sometimes time-sensitive and decentralized in origin.
- Proficiency with the use of Microsoft Office applications.
- May be needed to work flexible hours at times, based on University needs to include after typical business hours and weekends in support of events.
- Experience with large scale event management or coordination.
- Strong project management and organizational skills to establish goals, priorities, and manage multiple events and tasks with varying timelines.
- Knowledge of event planning best practices.
Preferred Qualifications
- Experience working in a higher education setting.
- Master’s degree from an accredited academic institution.
- Project management certification.
- Professional experience in event planning within a higher education, government, or community-based organization.
Special Instructions
Deadline
Open Until Filled
Date Posted
03/20/2023
EEO Statement
Hofstra University is an equal opportunity employer, committed to fostering diversity in its faculty, administrative staff and student body, and encourages applications from the entire spectrum of a diverse community.
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