Events Planner | Academic Affairs

Organization Overview

The Office of Academic Affairs at The Rockefeller University supports the University’s scientific and educational mission by overseeing programs and resources that advance the academic experience of graduate students, postdoctoral researchers, and the broader research community. The office partners with faculty, trainees, and administrative teams to foster academic excellence, professional development, mentorship, and a collaborative environment that enables world‑class biomedical research.

Reporting to the Program Manager, the Events Planner works under the guidance of the Events Manager to oversee the planning and execution of symposia and scientific retreats. Working closely with retreat and symposia directors and administrators, the Events Planner supports other Academic Affairs initiatives.

Position responsibilities include, but are not limited to, the following:

• Partner closely with retreat directors to plan and execute scientific retreats from concept through completion
• Cultivate and maintain relationships with external venue sales teams and event managers
• Track expenses to align with the budget
• Create and manage online registration systems
• Oversee logistical planning, including securing event dates, negotiating contracts, coordinating accommodations, planning meals and social activities, and arranging round‑trip transportation
• Develop and distribute retreat materials (e.g., flyers, schedules, posters list, and rooming lists)
• Serve as the primary point of contact for faculty organizers and participants, managing inquiries and special requests
• Attend retreat in person, lead on‑site execution, and resolve day‑of issues
• Collect participant feedback through surveys and produce summary reports with key insights
• Conduct post‑event evaluations with venue partners to identify improvements for future retreats
• Reconcile retreat ledgers, maintain organized electronic expense records, and prepare detailed financial summaries?

• Track expenses to align with the budget
• Serve as the point of contact for speakers (internal and external), poster presenters, VIP guests, attendees, and other RU departments
• Proofread scientific abstracts, bios, and talk titles
• Create print materials for event promotion and day‑of use
• Enter event details into the RU Calendar of Events
• Create and manage online registration
• Coordinate catering, including breakfast, coffee breaks, lunch, and private dinners for VIP guests
• Collaborate with campus service departments on AV support, room setup, catering, and security, as well as with external partners and institutions.
• Attend symposia in person, lead on‑site execution, and resolve day‑of issues
• Oversee event execution and address the needs of speakers and attendees
• Process speakers’ travel reimbursements, vendor invoices, and internal billing
• Update the event Basecamp template to track procedures and improvements for future events

• Serve as backup or support as needed for other Academic Affairs events or initiatives.
• Order and pick up supplies for events or the office.
• Create purchase orders and work with Accounts Payable to make payments to venues, vendors, and speakers.
• Update and maintain internal Academic Affairs documents.
• Create and manage Basecamp projects for events.

REQUIRED QUALIFICATIONS:

• Must possess a Bachelor's degree in a related field, plus a minimum of three (3) years of related experience.
• Must be highly proficient in Mac OS, Microsoft Word and Excel, as well as file‑sharing platforms such as Dropbox, and project management tools (e.g., Basecamp, Asana, Trello).
• Demonstrated strong organizational and time‑management skills, with keen attention to detail, excellent written and verbal communication, the ability to manage multiple projects and deadlines simultaneously, and a willingness to learn new technologies.
• Familiarity with budgeting and expense tracking, vendor coordination, contract management, and event registration platforms is essential.
• Must be able to troubleshoot issues quickly and maintain clear, professional communication across teams.
• Some events may require work in the…