Events Coordinator

27 Sep 2018
End of advertisement period
27 Nov 2018
Contract Type
Full Time

Position Focus:

Reporting to the Associate Directors of International Security Studies (ISS) and the Brady-Johnson Program in Grand Strategy; as well as to the Operations Manager of the department, the Events Coordinator plans, coordinates, oversees, and attends all events for both ISS and the Grand Strategy Program, whether on site or at off-site venues. This includes managing the weekly ISS colloquium and ISS speaker series once the ISS Associate Director has confirmed the list of speakers. Availability is required for evening and weekend events. Other requirements of the position include communicating with presenters and visiting speakers, collecting biographical statements and papers, sending out announcements and reminders, booking venues, booking and processing billing for catering, designing posters for public talks, and serving as the logistical point of contact for visitors. Arranges visitor travel, venues, and the scheduling of visits as appropriate, as well as processing any travel reimbursements visitors may have. In support of the Grand Strategy course, the Events Coordinator is responsible for managing communications with the students and alumni of the Grand Strategy Program, booking classroom space and catering as needed for classes, workshops, and crisis simulations, and serving as a liaison to the Grand Strategy military auditors. Serves as the preparer for all financial duties that require preparation and approval, including pre- and postdoctoral fellowship travel and research fund reimbursements and Grand Strategy practitioner travel reimbursements. Creates all vendor set-ups and check requests for venues, honoraria, fellows and Grand Strategy student summer stipends. Serves as the main point of contact in the processing of all Grand Strategy P-card expenses for the GS unit. Orders computer equipment through SciQuest as needed. Responsible for serving as an HR partner for our unit in Workday, which includes assisting in the entry of all academic appointments and entering postdoctoral fellows annual pay increases in Workday. The Events Coordinator also performs other duties as assigned.

Essential Duties

  1. Designs, coordinates and oversees the logistical and high level administrative support needs of multiple, complex, and widely distributed educational events, conferences and/or other events.
  2. Serves as principal source of information to students, staff, and faculty on event activities.
  3. Coordinates with vendors to negotiate costs and determine requirements of renter in regard to technical, security and/or other requirements.
  4. Designs and prepares various marketing materials
  5. Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records.
  6. Serves as liaison with vendors on event-related matters. Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events.
  7. Oversees, instructs, and coordinates activities of support staff.
  8. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little of no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Proven ability to plan and manage large events and to handle multiple responsibilities simultaneously. Ability to represent International Security Studies and the Brady-Johnson Program in Grand Strategy at events with prominent guests and with Yale officials. Excellent interpersonal skills.

Required Skill/Ability 2:

Ability to prioritize to meet deadlines with conflicting demands, and to multitask effectively. Strong attention to detail, thoroughness and follow-through. Ability to function effectively as part of a team as well as independently.

Required Skill/Ability 3:

Excellent office and account management skills; Proven ability to create and adhere to event budgets and timelines. Ability to handle sensitive and confidential subject matter with discretion.

Required Skill/Ability 4:

Excellent written and oral communication skills. Demonstrated highly proficient skills in computer applications, including MS Office Suite. Knowledge of mail merge procedures. Ability and willingness to learn and work with new technology and programs, including the Center's event calendar system.

Required Skill/Ability 5: 

Demonstrated resourcefulness and independent judgment in problem-solving while under pressure. Ability to take initiative and anticipate actions needed. Proven ability to work with outside vendors and co-workers.

Preferred Education, Experience and Skills: 

Experience with poster design and graphics-related tools and software.

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. Please visit for additional information on the background check requirements and process.

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.

Affirmative Action Statement: 

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: