Administrative Coordinator - Conference, Events and Meeting Management

NYU Langone Health • New York, NY

22h • $66,300 - $73,500 • Hybrid

About The Position

NYU Langone Health is seeking an Administrative Coordinator to support conference, meeting, and event management across the institution. Reporting to the Manager, Conference and Meeting Management (CMM), the Coordinator provides project- and program-related planning support to help ensure meetings and events are smoothly coordinated and deliver exceptional service. The role works with internal support services, maintains event-management resources and room reservation information, and provides operational support at high-profile and large meetings. The position is onsite, with opportunities to work remotely occasionally.

Requirements

• Bachelor's degree required.
• At least 2 years of relevant experience, or an equivalent combination of education and experience.
• Excellent interpersonal, verbal, written communication, and organizational skills.
• Knowledge of standard office software, including word-processing, spreadsheet, and database software; Microsoft Office is preferred.
• Ability to multitask and coordinate multiple assignments.
• Ability to interpret and implement policies and procedures, communicate detailed information effectively to a diverse population, and solve problems.
• Must be able to effectively communicate with all levels of the organization.
• Must be available to work early mornings, some nights, and weekends.
• Must be able to remain in a stationary position for 50% of the time.

Nice To Haves

• Prior hospitality experience is described as essential in the preferred qualifications.
• Customer-service orientation, attention to detail, polish, and strong motivation.
• Excellent oral and written communication and relationship-building skills.
• Ability to prioritize and manage multiple tasks, respond effectively to sensitive project issues, proactively mitigate risks, and resolve conflicts.
• Ability to function effectively in ambiguous situations and navigate rapidly changing parameters.
• Excellent judgment and strong reasoning ability.
• Proficiency with conference room scheduling software.
• Knowledge of Microsoft Office products, including Word, Excel, PowerPoint, and Outlook.
• At least 4 years in a relevant field is stated in the preferred qualifications.

Responsibilities

• Assist with organizing and facilitating NYU Langone Health meetings, conferences, and special events.
• Coordinate with meeting- and conference-related support services, including catering, Collaboration Support (A/V), Environmental and Building Services, Security, and Facilities.
• Maintain and update the CMM policies and procedures manual, forms, and event-management templates.
• Ensure spaces are reserved appropriately for the room and meeting function.
• Ensure compliance with NYU Langone policies and procedures for meetings and events.
• Maintain and update Resource Scheduler, the room reservation system, in coordination with MCIT, ensuring information is current.
• Prepare agendas, usage, forecast, and status reports, and provide post-event analysis and recaps when appropriate.
• Staff high-profile and large meetings and conferences, providing operational support and coordinating related services.
• Conduct room inspections for quality assurance as needed and report issues to appropriate service departments.
• Keep Resource Scheduler room data current and update it as needed.
• Support reservations for tabling events and lactation rooms, and manage meeting-related content displayed on campus digital signage.

Benefits

• Comprehensive benefits and wellness package.
• Financial security benefits.
• Generous time-off program.
• Employee resource groups for peer support.
• Holistic employee wellness program covering physical, mental, nutritional, sleep, social, financial, and preventive care.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level