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.
This is a Preview Listing…
You must sign in to see the full job description, and to apply.
Manage / Upgrade this job to a Full Job Listing.
Find Your Best Opportunity
Tell them AcademicJobs.com sent you!
