Yale Conferences and Events manages multiple venues on Yale’s Campus, to include but not limited to: The Maurice R. Greenberg Conference Center and Kline 14, a premier new event space in the Kline Tower at Yale. Located steps away from New Haven's vibrant downtown, these venues are designed to accommodate a wide range of activities, from conferences and corporate retreats to receptions and dinners. Reporting to the Assistant Director, Venues , the Venue Operations Coordinator will manage all asp... more details
Yale Conferences and Events manages multiple venues on Yale’s Campus, to include but not limited to: The Maurice R. Greenberg Conference Center and Kline 14, a premier new event space in the Kline Tower at Yale. Located steps away from New Haven's vibrant downtown, these venues are designed to accommodate a wide range of activities, from conferences and corporate retreats to receptions and dinners.
Reporting to the Assistant Director, Venues , the Venue Operations Coordinator will manage all aspects of the daily operations and events at designated YC&E venues. This includes management of all space and support services: catering, custodial, facility, security, communications, and technical service support for all venues. This position will be a key part of the Banquet Event Order (BEO) process for the department.
The Venue Operations Coordinator ensures optimal experiences for clients and internal staff.
Support the day-to-day operations of YC&E managed spaces, including venue open and close, and serve as an expert point of contact to internal and external clients.
Strategically support the management of YC&E managed venues for over 200 programs annually, maximizing the use of the building and revenue. Identify opportunities to improve processes, equipment and working environment. Recommends future technology needs to ensure we continue to offer the best experience for customers.
Oversee daily support services for assigned meeting space and resolve any issues that arise to include but not limited to vendor load in/load out and client support. Support the activities of events teams, including department staff and contracted staff.
Oversee and direct the day-to-day activities of contracted support for custodial and porter duties as well as liaise with internal and/or contracted audio-visual service provider.
Provides oversight of planning, preparation, production and delivery of exceptional service to clients. Assess and manage client’s administrative, facility, equipment and technology needs for a variety of events to include but not limited to: cocktail receptions, dinners, symposia, lectures, seminars and conferences. This includes in-person, hybrid, or virtual options.
Provide comprehensive onsite management as dictated by clients. Provide a high level of customer service to guests and clients, ensuring that respect, responsiveness and professionalism is demonstrated by the event team. Ensure that the experience of program participants and guests meet Yale’s standard of excellence.
Maintain and grow existing relationship with building tenants in occupied buildings through planning events and maintaining clear communications to stakeholders.
Review billing information and ensure invoice processing by Facilities and vendors.
Develops and provides instruction and floor plans for event set-up/take downs; oversees contracted vendor to ensure events are setup correctly based on client requirements.
Ensures all standard operating procedures for revenue and cost control are in place and consistently utilized.
Assists with determining audio-visual support for University events, including collaborative support with ITS partners, Yale service providers and external services.
Recommends departmental policies and procedures regarding system specifications and usage.
Evaluate and maintains equipment inventory for managed venues, including records of maintenance and repair
Partner with other facilities or events within YC&E during as needed.
Responsible for ensuring compliance with Yale risk management and the maintenance of applicable licenses needed to operate.
Other duties as assigned based on event needs. Advanced computer-based skills with all Microsoft applications for word and spreadsheets. Merges, edits and manipulates data to generate complex reports. Experience with Salesforce preferred. 1. In support of the overall mission, plans, directs and oversees programmatic activities. 2. Develops, implements, and maintains operational policies and procedures. 3. Manages program communications; identifies outreach potential, and promotes philanthropic and collaborative support of the program. 4. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans. 5. Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program. 6. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives. Develops metrics to identify and measure the success of the program. 7. Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications. 8. Develops and manages the program's operating budget. 9. Manages the administrative infrastructure of the program. Manages human resources including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs. 10. May perform other duties as assigned. Bachelor's Degree in a related field and two years of related experience or an equivalent combination of education and experience.