Events Specialist (92412BR)

Yale University is seeking an Events Specialist for the Jackson School of Global Affairs in New Haven, CT. The role involves planning and executing various events, managing logistics, and collaborating with stakeholders. The position requires a bachelor's degree and three years of related experience. It is a full-time, on-site position, focusing on both academic and community events while ensuring smooth operations from planning to execution.
University Job Title

Events Specialist

Bargaining Unit

None - Not included in the union (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (23)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

55 Hillhouse Avenue

New Haven, CT 06511

Work Model

On-site

Position Focus

Yale’s newest professional school, the Jackson School of Global Affairs, is a vibrant community of faculty, students and staff with a growing number of events. The Events Specialist develops, plans, executes and oversees a wide array of Jackson School events ranging from academic workshops and conferences to community gatherings and graduation ceremonies. The role requires close collaboration with a wide range of internal and external stakeholders, including faculty, students, VIP guests, vendors, and Yale service providers.

Responsible for the management, logistical planning, and execution of all events for the Jackson School Dean’s office including public events with visiting dignitaries and school-wide community gatherings. Also works with faculty and plans and executes various events within the wider Jackson School community including academic conferences and workshops. The events may be in-person, hybrid, or virtual. Ensures smooth functioning of events from inception to completion. Manages all pre-event planning. Serves as main liaison for all event related activities, including with internal and external service providers, invited guests, attendees, etc. Manages and coordinates all event logistics including venue selection, catering, signage, audio/visual, invitation lists, invitations, programs and other event materials. Liaises with Jackson School Office of Communications to publicize and promote events. Serves as the main point of contact during events, addressing any issues or emergencies that arise to ensure smooth operations. Represents the school appropriately while interacting with prominent faculty, dignitaries and other high-level officials. Manage individual budgets for all events. Track expenditures and complete expense reports. Prepare and execute detailed event planning documents including timelines and task lists to effectively track progress of planning requirements. Recommend ongoing improvements for the school’s events, incl. new potential vendors, venues and processes. Serves as expert resource and provides counsel and support on events for all Jackson units. Identifies opportunities to improve Jackson School event-related processes. Develops and recommends best practices for planning and executing events Jackson wide.May perform other duties as assigned.

Dept/Section URL

https://jackson.yale.edu/

Essential Duties
• Required Education And Experience

Bachelor’s degree in a related and three years of related experience or an equivalent combination of education and experience.

Required Skill/Ability 1

Proven ability to work independently and manage multiple projects successfully with little oversight. Highly proficient at taking initiative, prioritizing, and meeting deadlines. Ability to set and manage priorities for self and juggle multiple projects, moving them forward simultaneously.

Required Skill/Ability 2

Exceptional verbal and written communication skills. High level of computer proficiency. Proven record of learning new systems and technologies to improve systems to better serve constituents.

Required Skill/Ability 3

Must have strong interpersonal skills with an ability to work with a variety of people with a high level of tact and diplomacy. Ability to represent Yale appropriately with prominent guests and Yale officials. Polished, professional demeanor and demonstrated ability to interact effectively with high-profile visitors.

Required Skill/Ability 4

Sound judgment and decision-making skills. Demonstrated resourcefulness in problem-solving and grace under pressure.

Required Skill/Ability 5

Availability during events, occasional early morning, evening, and weekend hours. These hours can be accommodated into a flexible schedule. Limited travel required to domestic and (rarely) international locations.

Preferred Education, Experience And Skills

Experience managing events within higher education environment. Ability to routinely and safely lift materials up to 40 pounds, stoop, bend, and kneel. Ability to stand for sustained periods of time during events. Work is occasionally performed at other indoor and outdoor event sites.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

No

Health Screening

No

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. For additional information on the background check requirements and process visit under the Applicant Support Resources section of Careers on the It's Your Yale website.

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.

EEO Statement

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus