Administrative Events Manager (HEA) - Office of the Dean
POSITION DETAILS
The CUNY School of Medicine (CUNY SoM) located in the heart of Harlem, New York, is the only medical school in the City University of New York system and the only public medical school in Manhattan. Building upon 50 years of success as the Sophie Davis School of Biomedical Education, the institution transitioned to the CUNY School of Medicine (SoM) in 2016. The CUNY SoM offers an accelerated BS/MD degree (7-year program) and a Physician Assistant Master's Degree (27 months program). True to its legacy of access, opportunity, and community transformation, the medical school's mission remains to recruit highly talented students as diverse as New York City itself. CUNY SoM places a special emphasis on the recruitment of those who are underrepresented in the field of medicine and on training high quality, culturally competent health professionals and scientists equipped to address the healthcare needs of New York's medically under-served communities. As a major priority, CUNY SoM also seeks to enhance the recruitment and retention of senior leadership, faculty, and staff to more closely reflect the diversity of our student body.
CUNY SoM is seeking a dynamic professional dedicated to be out Events Manager. While reporting to the Chief of Staff, the Events Manager will be responsible for the planning and coordination of various small to large scale events such as commencement ceremonies, galas, fund raising events, and other educational or celebratory events. The position will be actively involved with developing project plans and logistical coordination, venue and vendor management, client communication, budget management, and event evaluation for all SoM social affairs. This role supports the production of medical education events that reflect a standard of excellence and quality representative of the brand and character of SoM. The role will work collaboratively with the Communications, Marketing, and Public Relations (PR) team to assist with driving brand awareness at all events. In addition to the above information and CUNY overview below, the Events Media Manager will be responsible for but not limited to the following:
Manages scheduling, logistical planning and implementation of School events including the annual gala (under the supervision of the Dean), academic ceremonies (such as Commencement and Convocation), student engagement activities (new student orientation, college awards ceremony), a summer educational programs, and special College events including those sponsored by individual departments, faculty members, administrators, and external clients.
Work with SoM stakeholders to develop and maintain annual event calendar and drive the creation of the School's Master Events Calendar for each academic year; Collaborate with internal departments to ensure event goals are aligned with institutional priorities and coordinate event registration processes including management of RSVPs, guest lists, invitations, and event communications.
On-site management providing hands-on leadership during events, including setup, guest assistance, troubleshooting, and breakdown. Manage event volunteers, student workers, and event staff; Implements an event management structure that ensures hands-on coordination and execution of day, evening and/or weekend events, serving as after-hours contact/coordinator for internal support and event requestors.
Lead post-event activities, including event debriefing, gathering feedback, and generating reports to assess success and identify improvement opportunities; Develops and maintains administrative systems to support efficient business processes, for space reservation, event coordination, management, and marketing.
Serves as the chief liaison between college departments to include: academic departments, facilities management, information technology, student affairs, alumni affairs, general counsel, marketing and communications, admissions and other campus partners to ensure achievement of event objectives, site selection, contracts, and other logistical needs.
Develop event concepts, project planning, schedules, timelines, budgets and checklists; Spearheads strategic meetings with all pertinent campus service providers, resolving problems and developing progressive operational policy and procedures.
Consult with the budget and procurement departments about the billing/invoicing and collection of pertinent materials and information for all event rentals and services to achieve event objectives.
Collaborates with external vendors to negotiate and assemble cost estimates, design floor plans, catering, audiovisual services, equipment rentals, décor, transportation and lodging requirements and ensures that all required elements are in order.
Oversees facility rental process, insurance requirements and revenue contracts and permits are completed in compliance with college financial systems, safety protocols, and college policies for services and events
Perform other duties as assigned by the Dean, Chief of Staff, or designee.
QUALIFICATIONS
Bachelor's Degree and six years' relevant experience required.
Preferred Qualifications
At least 4 years of progressively responsible experience in event management in higher education, specifically at a medical or health sciences institution.
Experience with negotiations, contract execution, and management of external partnerships is a plus.
Familiarity with the culture and mission of small, public colleges.
Experience working with diverse communities and in inclusive event planning.
Excellent written and verbal communication skills in English with a strong command of grammar and language suited for Indian audiences.
Strong organizational, communication, and interpersonal skills with ability to manage multiple projects, prioritize tasks, and work under pressure.
Demonstrated ability to represent a professional and collegial demeanor and have the ability to keep sensitive and private information confidential.
Ability to demonstrate good judgment in all situations with strong analytical, creative, and problem-solving abilities.
Self-motivated, proactive and able to demonstrate strong organizational and time management skills with the ability to work independently and collaboratively in a fast-paced environment.
Proficiency with Microsoft Office, Google Workspace, and event management tools (e.g., Eventbrite, Asana, Canva). Graphic design and social media marketing a plus.
Work weekend and evening hours as necessary.
CUNY TITLE OVERVIEW
Oversees planning and coordination of a variety of events to meet Campus or University goals.
Manages an ongoing calendar of events and creates overall scheduling plans for Campus facilities.
Works with Campus units or executives, student groups, and outside organizations to develop event concepts, plan detailed programs, and orchestrate successful logistical arrangements to enhance program success.
Prepares and manages budgets; manages contracts and ongoing vendor arrangements.
Prepares and manages guest lists, invitations, and arrangements for featured guests and speakers.
Coordinates with marketing, communications, development, and public relations staffs to develop and execute effective event marketing plans.
Develops expertise in state-of-the-art technology and media support; arranges for the most appropriate equipment, and assures staff receive appropriate training.
Prepares event briefing documents for key executives and media relations personnel.
May supervise a permanent staff, as well as staff hired to operate large events.
Reports to senior management on the success of events, including financial outcomes.
Performs related duties as assigned.
CUNY TITLE
Higher Education Associate
FLSA
Exempt
COMPENSATION AND BENEFITS
Salary Range: $74,249 - $113,982
Salary commensurate with education and experience.
CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.
HOW TO APPLY
Please visit www.cuny.edu, access the employment page, log in or create a new user account, and search for this vacancy using the Job ID # 30778 or Title: Administrative Events Manager. Select "Apply Now'" and provide the requested information.
Applicants must attach a resume and cover letter.
CLOSING DATE
Open until filled. Resumes will begin to be reviewed during the week of October 13, 2025.
JOB SEARCH CATEGORY
CUNY Job Posting: Managerial/Professional
EQUAL EMPLOYMENT OPPORTUNITY
CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.
Job ID
30778
Location
CUNY School of Medicine
