Job Description
Special Events and Programs Coordinator Job #: 041426
Location Syracuse, NY
Pay Range: $21.63 - $25.00
Hours: Standard University business hours
8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)
Hours may vary based on operational needs.
Job Type: Full-time
Job Description: The special events and programs coordinator provides support for the operations, events, and communication efforts of the Newhouse Special Events office. The coordinator will be tasked with administrative duties that support the general operations of the office and work to develop a small portfolio of internal/annual special events (including Newhouse Staff and Faculty functions: retirements, holiday and welcome back/semester kick-off events). The coordinator will also work closely with the Special Events team on tasks to support major annual events including the Toner Prizes Celebration, Mirror Awards and Convocation.
This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.
Qualifications: Job Specific Qualifications: Responsibilities: - Serve as the first point of contact for office inquiries, providing information about special events and responding to the office's general email account.
- Handle detailed questions from students, faculty, staff, parents, and the public, and escalate complex issues to the team when necessary.
- Hire, train, and supervise student assistants to support the office's needs.
- Order and maintain office supplies and materials for special events.
- Print and assemble participant materials, including name tags, event layouts, scripts, and more.
- Coordinate the shipment of event materials to off-site locations when required.
- Prepare and submit monthly budget reconciliations for the events team, including processing guest speaker expenses and reimbursements.
- Manage the submission of event contracts and invoices, ensuring the timely processing of E-Pro invoices.
- Provide event coordination and support for various programs and associated award initiatives.
- Manage communication efforts for event promotions, including crafting email invitations, collaborating with the communications team for copy editing, and ensuring adherence to branding and style guidelines in event materials.
- Assist with seamless event execution, handling various roles such as guest check-in, microphone running, greeting attendees, and other on-site tasks.
- Ensure all events are properly listed on both internal and external calendars.
- Facilitate logistics for office-sponsored events, including room reservations, catering, parking arrangements, name tags, document preparation, supplies, and day-of execution support.
- Oversee major event details such as tracking RSVPs and serving as the primary contact at the check-in/solutions desk.
- Recruit, train, and supervise student and staff volunteers to ensure events run smoothly.
- Take a lead role in coordinating a select portfolio of staff and faculty engagement events, such as the Newhouse Welcome Back event, holiday receptions, and retirement celebrations.
- Offer consultation and guidance to colleagues on event planning best practices to ensure the highest level of success.
- Curate, manage, and update a comprehensive catalog of shared resources that faculty and staff can easily access, borrow, and sign out for events.
- Ensure resources are well-stocked and replenished as necessary to meet the evolving needs of the team.
- Maintain and update event budget estimates and actuals spreadsheet.
About Syracuse University: Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.
The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the University's 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit
About the Syracuse area: Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.
Application Deadline: Full Consideration By: Open Until Filled: Priority Consideration: To apply, visit Syracuse University is an equal-opportunity, affirmative-action institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities. Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University's contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.
Syracuse University maintains an inclusive learning environment in which students, faculty, administrators, staff, curriculum, social activities, governance, and all other aspects of campus life reflect a diverse, multi-cultural, and international worldview. The University community recognizes and values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to understand, live among, appreciate, and work in an inherently diverse country and world made up of people with different ethnic and racial backgrounds, military backgrounds, religious beliefs, socio-economic status, cultural traditions, abilities, sexual orientations and gender identities. To do so, we commit ourselves to promoting a community that celebrates and models the principles of diversity and inclusivity.
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About Syracuse University
Syracuse University is a place where talent, desire, and opportunity thrive. In 12 different schools and colleges that span the liberal arts and professional disciplines, students, faculty, and staff from diverse backgrounds come together to learn, create, and break boundaries.
The University is also a vital part of the community, providing services as well as being a leader in employee benefits, work-life and organizational development, training, student employment, staff relations, and workforce diversity.
Syracuse itself is located at the crossroads of New York State, and offers a lush landscape of seasons. From fun-filled summers in the Finger Lakes to snowy winters that thrill outdoor sports enthusiasts, the area truly has something for everyone.
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Job Tags
Holiday work, Full time, Summer work, Seasonal work, Local area, Outdoor,