Program & Event Specialist, Conference and Event Specialist

Princeton University•Princeton, NJ

5d•$75,000 - $84,000•Onsite

About The Position

Conference and Event Services (CES) is a centralized resource at Princeton University for planning academic year and summer conferences, meetings, and events. CES provides guidance on event policies and compliance, and offers space scheduling support. The team is committed to exceptional customer service and sustainable relationships with clients. CES also acts as a liaison for external organizations interested in renting University facilities and oversees Princeton University’s summer program. The Program and Event Specialist serves as a centralized resource for University-sponsored events and external clients hosting conferences and programs in University facilities. This role provides event advising and consulting, logistical support, and event-day management.

Requirements

Bachelor’s degree or 3-5 years of equivalent experience in conference and/or event management.
Demonstrated ability to work collaboratively in a diverse environment.
Ability to work in a fast-paced, team-centered environment with competing demands.
Experience with providing excellent customer service.
Ability to manage and prioritize multiple, on-going projects while maintaining the highest quality of professionalism.
Work effectively across departmental lines to assure a standard of excellence in all conferences and events.
Must be able to independently troubleshoot and make decisions based on the needs of the event/conference while ensuring compliance with University policies and striving to provide a level of excellence to the client.
Excellent written and oral communication skills.
Excellent diplomacy and discretion.
Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams).
Must be able to use technology and systems and learn new computer programs and applications quickly.
Must have a valid driver’s license.
Must be able to work a flexible schedule, which will include evenings and weekends.

Nice To Haves

Bachelor’s degree.
Demonstrated financial acumen.
Familiarity with Event Related Technologies (e.g., EMS, StarRez, etc.).
Experience training and working with student staff.
Event management experience in a university setting.

Responsibilities

Advise and support faculty, students, and administrators with all aspects of planning events, including venue selection, catering, transportation, housing, audio/visual equipment, décor, online registration, and budget management.
Serve as a liaison to internal service providers for clients, assessing needs, advising on engaging service providers, and coordinating support for external clients.
Facilitate connections for clients to external vendors when necessary.
Act as an expert in Princeton University event planning best practices and campus policies, providing guidance on applicable laws and policies.
Support high-profile events by coordinating logistics with colleagues, Public Safety, and other campus offices.
Create and manage online event registration pages and event-related communications when directed.
Serve as a first line contact for external organizations, advising on accommodation feasibility, vetting processes, and providing information on why programs may or may not be accommodated.
Provide comprehensive event management and support for approved external organizations, including budget management, food and beverage, meeting room selection, floor plans, audio/visual equipment, and housing accommodations.
Provide guidance to approved external organizations on compliance with University policies, protocols, and rules.
Review event requests for compatibility with University space and calendar, ensuring alignment with institutional mission and priorities.
Manage space requests in EMS for non-class use, share information regarding scheduling policies, and troubleshoot scheduling conflicts.
Maintain knowledge of University policies, procedures, and practices for scheduling academic and non-academic spaces.
Efficiently troubleshoot common scheduling issues and help clients find alternative space options.
Report common support issues and track user needs with a focus on customer experience.
Provide clients with accurate cost estimates for University Services for programs and events.
Establish and manage quotes for programs, monitor income and expenses, and ensure accurate billing.
Provide guidance on event risk management, including attendee safety, University reputation protection, insurance compliance, and financial risk management.
Facilitate transaction authority for the use of campus facilities by external organizations.
Provide guidance for the Policy for Programs Involving Minors.
Provide guidance on policies related to alcohol, food trucks, animals, and merchandise sales.
Manage special projects as requested by the Assistant Director and Director.