Events Specialist II

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary:
  Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard
  
  Work Schedule:
• Building:
• Salary Range: $80,000 - $95,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Columbia University Irving Medical Center (CUIMC) Events Office, part of the Office of Student and Campus Services, is dedicated to producing and supporting events that advance the mission, vision, and strategic priorities of CUIMC.

Under the supervision of the Director of CUIMC Events, the Events Specialist 2 provides operational, administrative, and logistical support for a wide range of institutional events and programs. The incumbent serves as a key member of the Events team and assists with event planning, event execution, office operations, inventory management, procurement coordination, attendee support, and event-day logistics.

The Events Specialist will support all phases of event production, including planning meetings, registration management, venue preparation, vendor coordination, material distribution, setup and breakdown activities, and on-site event support. The incumbent will be responsible for maintaining event supplies and equipment, coordinating office and event-related purchasing, managing inventory, and ensuring operational readiness for programs throughout the year.

Additional responsibilities include responding to inquiries received through the Events Office shared inbox, developing Bedework calendar listings and event registration materials, supporting the campus digital signage system, maintaining event records and templates, and assisting with special projects as assigned. The incumbent will participate in pre- and post-event team meetings, troubleshoot operational challenges, and provide extensive in-person support for events across the CUIMC campus.

Responsibilities

• Serves as a primary operational support staff member for CUIMC Events programs and activities.
• Assists with planning and execution of event logistics, including venue setup, registration, catering coordination, signage placement, speaker support, audiovisual coordination, transportation arrangements, and event-day operations.
• Supports event load-in and load-out activities and assists with room preparation and breakdown.
• Coordinates event materials, name badges, registration supplies, giveaways, and other event resources.
• Participates in event planning meetings, site visits, walkthroughs, and post-event evaluations.
• Provides direct on-site support for events and assists with troubleshooting operational issues.

• Supports daily administrative operations of the CUIMC Events Office.
• Monitors and responds to inquiries received through the shared Events Office inbox.
• Assists with scheduling meetings, preparing documents, maintaining records, and organizing event-related files.
• Creates and manages Bedework calendar listings, registration forms, event templates, attendance reports, and event documentation.
• Assists with guest registration, attendee communications, and event reporting activities.
• Maintains and updates office procedures and administrative resources.

• Maintains inventory of event supplies, promotional items, office materials, storage spaces, and event equipment.
• Orders office and event supplies and ensures adequate inventory levels are maintained.
• Tracks deliveries, organizes storage areas, and maintains inventory records.
• Assists with obtaining vendor quotes, processing purchases, and coordinating procurement-related activities.
• Supports management of event equipment and materials used throughout the year.

• Assists with day-to-day management of the campus digital signage system.
• Supports users with signage requests and basic troubleshooting.
• Assists in maintaining signage schedules and digital content workflows.
• Supports the creation and maintenance of user guides and training materials.

• Assists event leads with attendee communications, registration updates, and survey…