Event Space Coord IV, MAG

Job Overview

Full-time Events Coordinator for the Memorial Art Gallery (MAG) at the University of Rochester. Responsible for event sales, booking, vendor and client relations, office staff oversight, and managing the annual Clothesline Festival. Position located at 500 University Ave, Rochester, NY.

• Assist internal and external clients with event sales, bookings, and ongoing services.
• Build and maintain professional relationships with clients, vendors, donors, and community partners.
• Oversee events office staff and coordinate the M&T Bank Clothesline Festival.
• Schedule and reserve gallery spaces, ensuring optimal use of available rooms.
• Prepare and process contracts, event specifications, and financial documents through the Event Management System (EMS).
• Update the facilities room set‑up book and manage inventory of equipment and supplies.
• Authorise deposits, finalize payments, and sign off on invoices.
• Coordinate with catering, security, facilities, docent, and volunteer stakeholders during events.
• Enforce gallery policies, manage crowd control, and ensure artwork safety.
• Maintain event email inboxes and handle documentation, signage, and client communications.
• Participate in committee meetings, provide budget recommendations, and support fundraising initiatives.
• Respond promptly to on‑site event requests and client inquiries.

• Bachelor’s degree and at least one year of administrative experience, or equivalent combination of education and experience.
• Event planning, hospitality, or project management experience is preferred.

• Flexibility to work nights, weekends, holidays, and special events.
• Excellent written and verbal communication skills.
• Strong organizational abilities with keen attention to detail.
• Collaborative teamwork, problem‑solving, and proactive initiative.
• Commitment to providing outstanding customer service.
• Ability to work as a team member.
• Self‑motivated and anticipatory of needs.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture. We do not discriminate on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military or veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law.

This commitment extends to non‑discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and applicable law.