Events Planner | Academic Affairs

Rockefeller University•New York, NY

5d•Onsite

About The Position

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. 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.

Requirements

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 evenings or overnight for up to 2 nights at retreats, with advance notice.
The right candidate must be able to push/pull carts on weight-bearing wheels weighing approximately 25 lbs., and lift supplies weighing up to 15 lbs. Must be able to tolerate a significant amount of standing, bending, and walking.

Nice To Haves

Proficiency with presentation tools (e.g., InDesign, PowerPoint, Adobe Illustrator, and Photoshop), calendar and scheduling systems, and virtual/hybrid event technologies (e.g., Zoom) is also highly desirable.
Prior experience in non-profit or academic settings is a plus.

Responsibilities

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
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
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.
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.