Associate Director of Building Services Administration

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $90,000 - $103,000

Position Summary

Reporting to the Executive Director of Building Services and Capital Planning, the Associate Director will build and implement centralized systems and processes for planning and executing events at Columbia Law School. The incumbent will lead a small team with responsibilities that include managing space, event-related planning, budgeting, and financial transaction management, communicating with and training Law School staff, and negotiating vendor relationships. The Associate Director will coordinate frequently with internal and external groups and must possess advanced communication and technology skills. The Associate Director will be responsible for space reservations related to events, meetings, gatherings, and courses using EMS, the Law School's space reservation system.

Responsibilities

1. Manage new event vendor setups and vendor profile modifications as needed and provide feedback to requesters on the status of their requests, best practices, and any communications from Columbia Vendor Management. Manages relationships with University venue managers, offsite venues, and vendors (e.g., catering, AV, etc.). Work with vendors to establish standardized menu selections, pricing, options, etc.

2. Manage event contract review and amendment process and maintain related records to ensure compliance with all CLS and University guidelines. Write contract amendments for contracts using Central Procurement-approved guidelines, terms, and conditions. Identifies event venues, solicits bids, manages vendor relationships and client communications, creates and negotiates contracts, and manages budgets for events taking place at the Law School and additional offsite venues. Manages the invoicing processes for any external rentals booked by the internal events building services team.

3. Performs key tasks to support EMS, the Law School's event scheduling platform, required to optimize its functionality and user experience; tasks include:

a. Ensuring that the system is set up properly for all users
b. Creates user accounts
c. Ensuring that all data is up to date and accurate.
d. Coordinating with Registration Services to ensure smooth transition of class schedule between semesters.
e. Working collaboratively with Registration Services and faculty members to ensure that classroom conflicts are addressed and resolved.
f. Liaises with University Event Management to ensure best practice EMS implementation and usage at the Law School.
g. Compiling and analyzing data for reporting purposes.

4. Manages relationships with Building Services and AV Services to ensure that events are set up and designed to match event organizer needs, as well as provide timely and succinct communication to Building Services on operational needs. In partnership with the Executive Director, identifies roles and responsibilities for other members of the internal events team to support the event. Elevates matters to the Executive Director as appropriate, including but not limited to: resource allocation and availability, possible exceptions to policies, and developing appropriate measures and responses to VIP events.

5. Develops, applies, and ensures adherence to Law School event planning policies and procedures. Oversees the management of a centralized Law School event planning calendar and space management system. Owns the Law School event planning website, making sure that it is accurate and up to date.

6. Supervises the Internal Events Building Services team. Provides direction, support, and professional development opportunities. Provides backup as needed to support reservation services.

7. Performs other duties as necessary.

Minimum Qualifications

• Bachelor's degree and/or its equivalent required, plus 3-5 years of relevant work experience, preferably in a higher education setting.
• Able to interpret purchasing policies to Law School staff, faculty, and students, as well as internal and external vendors.
• Must be computer literate and have the ability to communicate effectively, both verbally and in writing, across all levels of the Law School and University.
• Ability to identify and resolve problems in a timely manner, works well in group problem-solving situations, and shares expertise.
• Manages difficult or emotional situations, responds promptly to the needs of constituents, and solicits feedback to improve service.
• Communicates clearly, professionally, and persuasively, responding well to questions.
• Should possess tact, discretion, and the ability to work confidentially.
• The capacity to remain poised under pressure, be flexible, and deliver excellent, solutions-oriented customer service.
• Knowledge of University systems is strongly preferred.
• Must be able to work with diverse constituencies and support an inclusive work environment.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.