Administrative Coordinator - Conference, Events and Meeting Management

NYU Langone Health is a fully integrated health system that consistently achieves the best patient outcomes through a rigorous focus on quality that has resulted in some of the lowest mortality rates in the nation. For the fourth consecutive year, Vizient Inc. ranked NYU Langone No. 1 for quality care in the nation and U.S. News & World Report recently placed 12 of its clinical specialties among the top 10 in the nation. NYU Langone offers a comprehensive range of medical services with one high standard of care across 6 inpatient locations, its Perlmutter Cancer Center, and over 320 outpatient locations in the New York area and Florida. With $14.2 billion in revenue this year, the system also includes two tuition-free medical schools, in Manhattan and on Long Island, and a vast research enterprise with over $1 billion in active awards from the National Institutes of Health.

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Position Summary:
We have an exciting opportunity to join our team as a Administrative Coordinator - Conference, Events and Meeting Management.

In this role, the successful candidate Reporting to the Manager, Conference and Meeting Management (CMM), the Coordinator will play a key role in all aspects of conference, meeting and event management at NYU Langone Health, with the aim of delivering exceptional service across the institution. The Coordinator will be responsible for providing a broad range of support on project and program related planning functions and ensuring a seamless and successful experience for meetings and events.

Job Responsibilities:

Specific Responsibilities will include:

• Assists with the organization and facilitation of NYU Langone Health meetings, conference and special events
• Collaborates and coordinates with meeting and conference-related support services,
• including catering, Collaboration Support (A/V), Environmental and Building Services (room set-up and breakdown), Security, Facilities, etc.
• Maintains and updates the CMM policies and procedures manual; updates forms and templates used in event management functions
• Ensures spaces are reserved in a way that is appropriate for the room and meeting function
• Ensures compliance with NYU Langone policies and procedures for meetings and events
• Maintains and updates Resource Scheduler (NYULHs room reservation system) in coordination with MCIT, ensuring information is current
• Prepares agendas, usage, forecast and status reports, provides post-event analysis and recaps when appropriate
• Staffs high profile and large meetings and conferences to provide operational support and ensure seamless coordination among all related services
• Conducts room inspections as needed for QA and report issues to appropriate service
• departments, ensures Resource Scheduler room data is current and updates as needed
• Supports reservation of tabling events, lactation rooms, and meeting-related content displayed on digital signage across the campus

Minimum Qualifications:

• Bachelor's Degree required
• 2 years of relevant experience, or the equivalent combination of education and experience
• Excellent interpersonal, verbal and written communication, and organizational skills.
• Knowledge of standard office software is essential, including proficiency with word-processing, spreadsheet and database software (e.g., Microsoft Office, preferred).
• Ability to multi-task and/or coordinate multiple assignments is required.
• Ability to interpret and implement policies and procedures, and effectively communicate detailed information to a diverse population, both verbally and in writing; excellent problem-solving skills is required.

Preferred Qualifications:

• Prior experience in the field of hospitality is essential. 
• Customer service oriented, attentive to detail, polished and highly motivated.
• Excellent communications (oral and written) and relationship-building skills. 
• Ability to prioritize and manage multiple tasks; respond swiftly and effectively to sensitive project-related issues and to recognize and proactively mitigate project risks and resolve conflicts. 
• Ability to function effectively in ambiguous situations, and to navigate in an environment with multiple variables and rapidly changing parameters. 
• Excellent judgment and strong reasoning ability. 
• Proficiency with conference room scheduling software preferred. 
• Knowledge of MS Office products, including Word, Excel, PowerPoint, Outlook Bachelor's degree required. 
• Minimum 4 years in relevant field required. 
• Must be available to work early mornings, some nights and weekends. 
• Must be able to remain in a stationary position for 50% of time. 
• On site position with opportunities of working remotely occasionally.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.

At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Langone Health is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal.

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $66,299.99 - $73,500.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here