Program and Events Manager

Yale University - New Haven, CT

Full-time - Mid Level

New Haven, CT

Educational Services

About the position

The Program and Events Manager at Yale University's School of Public Health is a pivotal role that involves the comprehensive management, logistical planning, and execution of a variety of complex events and meetings for the Dean's office and the School. Reporting directly to the Chief of Staff, this position serves as the primary liaison for all event-related activities, engaging with both internal and external service providers, invited guests, and attendees. The manager is expected to represent the school with professionalism while interacting with prominent faculty, dignitaries, and other high-level officials. In this role, the Program and Events Manager will be responsible for the holistic design and management of school-wide events, performances, symposia, conferences, and exhibitions, ensuring an optimal experience for clients and attendees. The manager will develop strategies to align events with the school's overall priorities, utilizing independent judgment to coordinate all activities in partnership with various stakeholders. This includes understanding the strategic goals of each event and incorporating them into the planning and execution phases. The position requires close collaboration with a range of stakeholders to discuss operational logistics, including guest lists, site selection, and vendor coordination, ensuring that all elements align with the strategic objectives of the school. The manager will also be tasked with preparing detailed event planning documents, managing budgets, tracking expenditures, and recommending improvements for future events. This role demands a high level of organization, the ability to balance competing priorities, and the capacity to deliver quality results under pressure. Additionally, the Program and Events Manager will oversee the development of event-related communications and marketing plans to enhance visibility and participation.

Responsibilities

• Design and execute plans for various special events ranging in size from a few to several thousand guests.
• Ensure smooth functioning of events from inception to completion, serving as the primary contact person for planning and on-site coordination.
• Prepare and execute detailed event planning timelines and task lists to effectively track the progress of planning requirements.
• Develop and manage the budget for all events, tracking payment, income, and expenditures.
• Maintain an events calendar to ensure timely planning and coordinate the production and distribution of written materials relating to events.
• Select, train, lead, direct, motivate, evaluate, and take corrective action with subordinate staff, if applicable.
• Generate reports and create invoices, and monitor all online conference registration forms using a web-based system.

Requirements

• Bachelor's Degree in a related field and five years of related experience; or an equivalent combination of education and demonstrated experience.
• Proven ability to multi-task, with strong organizational skills and the ability to pivot planning as needed.
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint), and various technologies and software: i.e., Drupal, FileMaker, Adobe Illustrator, and InDesign.
• Proven ability to work independently and manage multiple projects successfully with little oversight.
• Strong interpersonal and communication skills - written and verbal.

Nice-to-haves

• Experience in higher education event planning or management.
• Familiarity with grant and contract administration as it relates to events.

Benefits

• Health insurance coverage
• Dental insurance coverage
• 401k retirement savings plan
• Flexible scheduling options
• Professional development opportunities
• Paid holidays
• Tuition reimbursement
• Wellness programs