Coordinator Special Events

Rochester, NY


General Purpose :

With general direction and considerable latitude for independent judgment, decision-making and initiative, the Program Assistant supports the planning, implementation and coordination of a variety of conferences and special events housed in the URMC Conference Center, adjoining Medical Center Space, and other offsite locations. This position also provides recommendations for the management of resources, facilities and services in support of these activities. Success in the position will be measured by the ability to effectively manage the needs of a wide variety of users, vendors and suppliers and by the ability to organize internal support services for a variety of activities. This position has significant interface with both internal and external users and works closely with staff from the Medical Center, Helen Wood Hall, Saunders Research Building, and the Strong Hospital. Coordination of weekend and off-hours programs is required.


In collaboration with the Internal Events Coordinator, responsible for coordinating an estimated 300-400 separate activities per year, ranging in size from 10-250 participants with varying durations of time. Assists with event setup, space and service requirements for each event, which includes developing diagrams, scheduling, coordinating of vendors, etc. In collaboration with the Internal Events Coordinator, formulates plans, analyzes activities and makes decisions which directly affect events held on the Medical Center Campus. Interacts on a daily basis with University of Rochester Medical Center faculty, administrators and staff. Works with users to ensure appropriate support services are reserved and fulfilled.

Serves as primary point of contact before, during and after events. Works independently to manage positive working relationships with customers to ensure high level of customer satisfaction. Manages relationships with housekeeping, caterers, A/V, and other internal service providers. Represents the University and IIE to both internal and external customers/vendors. Supports the CEL Scheduling Office as needed.

Assists with the preparation of conference program and syllabus material, name tags, and additional needs; provides day-of CME activity and/or event support. Builds and maintains course websites for online registration events using available Event Management Software, including managing registrations, collecting attendee fees and responding to queries. Assists with ensuring compliance with both live and enduring material CME activities.

Ensures fiscal responsibility; budgets for and coordinates a multitude of programs to ensure optimal use of space and revenue generation. Processes and tracks registration payments for CME Conferences. Works with internal event financial structure to ensure all events are appropriately charged, invoiced, and collected.

Provides support for special IIE services and programs, such as a specialized internal event coordinated by IIE/CEL including administrative responsibilities such as speaker coordination, attendee communications, event details, documents and resources, Blackboard support. Provides various event support throughout the academic year.

Additional duties, as required, in support of IIE/CEL programs and services.


  • Strong verbal and written communication

  • Ability to learn, train, and utilize event management software

  • Knowledge of Event coordination (preferred)

  • 2 years post-high school education in secretarial studies or the equivalent and at least 3 years of secretarial and office experience

  • Associates degree in related field (preferred)

  • or equivalent combination of education and experience

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $ 23.80 - $ 33.32 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 052 Institute for Innovative Educ
Schedule: 8 AM-4:30 PM; OCC WKENDS