Position Focus :

Plans and executes successful top-quality donor and prospect cultivation and recognition events that enhance the relationship between Yale School of Medicine and its prominent alumni, donors, and friends around the world.

Event management duties include, but are not limited to, managing, researching, negotiating, securing, creating and / or selecting all event logistics including site selection, vendor management, and event specifications (audio / visual, décor, lodging, print materials, etc.
• supervising all aspects of guest management including creative decisions for, and printing and mailing of invitations, compilation of guest list;
• developing event itineraries and agendas; acting as primary liaison with faculty, dean, alumni and other speakers; supervising all on-site event staff, including other staff and student employees;

overseeing and managing work of program coordinator assigned as event support; compiling individual event budgets.

Additional duties involve working with a variety of database management tools to pull lists, code constituents, and track pre and post event data.

Essential Duties

1. Assist in developing and executing plans that create an optimal client and event attendee experience, though high-level customer satisfaction and meeting financial targets for all assigned events.

2. Ensure all standard operating procedures for revenue and cost control are in place and consistently utilized for all assigned events.

3. Provide managerial oversight in the planning, preparation, production, and delivery of exceptional service to donors, volunteers, senior leadership, faculty, and other guests for all assigned events in compliance with established university and departmental policies and practices.

In concert with Yale Hospitality and outside vendors ensure compliance to set standards at catered events. 4. Provide cost estimates for internal clients.

Review billing information and ensure invoice processing by Business Office staff. Maintain client and guest information databases and develop proposals, event schedules and details, contracts, and invoices.

5. Manage the operating budget for each assigned event, assist in development of overall unit budget, produce and maintain budget reporting as required.

6. Manage and coordinate the activities of events teams for assigned events. Develop and provide instruction and floor plans for external event set-up.

7. Identify opportunities to improve event-related workflow, software and other tools, and recommend enhancements. 8. Manage internal development events as assigned, including catering coordination, programming, venue liaison and decor, etc.

9. Perform additional duties to maintain the highest level of support for the Office of Development.

Required Education and Experience

Bachelor’s degree and two or more years of event management experience in a professional setting or an equivalent combination of education and related experience.

Required Skill / Ability 1 :

Detail oriented, tech-savvy and well-developed organizational, analytical, and interpersonal skills. Strong written and verbal communication skills.

Required Skill / Ability 2 :

Ability to represent Yale appropriately with prominent guests and Yale officials. Polished, professional demeanor and demonstrated ability to interact effectively with high-profile visitors and university leadership.

Required Skill / Ability 3 :

Demonstrated knowledge of database management systems and tools.

Required Skill / Ability 4 :

Ability to set and manage priorities for self and juggle multiple projects, moving them forward simultaneously.

Required Skill / Ability 5 :

Availability during events, occasional early morning, evening, and weekend work. Limited travel required to domestic and (rarely) international locations.

Preferred Education, Experience and Skills :

Experience managing events within higher education. Experience with large-scale mailings and proficiency with Microsoft Office.

Knowledge of Blackbaud CRM, FileMaker, Social Tables, Cvent, and iModules database management systems and tools. Knowledge of Yale University.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements.

All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here :

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position.

Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement :

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans.

Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, ****** orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Last updated : 2024-09-29