Events Planner | Academic Affairs

Reporting to the Program Manager, 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.

Position responsibilities include, but are not limited to, the following:

Scientific Retreats

• 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  

Academic Symposia

• Track expenses to align with the budget
• 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
• Create and manage online registration
• 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.
• Attend symposia in person, lead on-site execution, and resolve day-of issues
• 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

Additional Tasks

• 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.

REQUIRED QUALIFICATIONS:

• 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.

PREFERRED QUALIFICATIONS:

• 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.

The Rockefeller University is an equal opportunity employer – veterans/individuals with disabilities. Qualified applicants will receive consideration for employment without regard to characteristics protected by applicable local, state or federal law, including but not limited to disability and protected veteran status.

The salary of the finalist selected for this role will be determined by various factors, including but not limited to organizational budgets, qualifications, experience, education, licenses, specialty, and training. The hiring range provided represents The Rockefeller University's good-faith and reasonable estimate of the possible compensation range at the time of posting.