Programmatic Activities and Events Administrator

Job Summary:

The Programmatic Activities and Events Administrator will assume a leadership role in the day-to-day operations of the Mathematics Department's scientific and programmatic events, including management of the Introductory Mathematics programmatic activities. The Department of Mathematics hosts approximately 250 scientific events per year and a similar number of social events related to the department's programmatic activities, attracting thousands of participants annually. This position provides subject matter expertise in event planning and execution.

Job-Specific Responsibilities:

Scientific Event Planning

Strategize end-to-end logistics for Mathematics Department scientific events spanning from weekly seminars to specialty lectures, thematic workshops, and multi-day international conferences.

Key responsibilities:

• Partner with faculty and scientific committees to determine event budgets and logistics

• Serve as the primary point of contact for organizers of seminars, conferences, workshops, and special lectures

• Interact and negotiate with vendors and strategic partners regarding event logistics

• Determine programmatic content and plan and manage daily event schedules

• Define technological requirements, plan for adequate equipment, and ensure necessary workforce is provided

• Determine invitation lists and execute invitations accordingly

• Create event budgets and forecast spending in coordination with Assistant Director of Finance.

• Ensure adequate staffing is available and create staff schedules in coordination with department leadership

• Market events in coordination with the Engagement Strategy and Operations Manager.

• Assess and coordinate housing and accommodation needs for attendees of all Mathematics Department scientific events, including conference and workshop participants, as well as seminar speakers. This involves anticipating needs, maintaining relationships with preferred housing providers, and resolving any issues that arise during visitors' stays.

Social Events & Banquet Planning

Lead, plan, and execute social events related to programmatic activities, such as after-conference banquets and receptions, typically serving 100 or more guests per event.

Key responsibilities:

• Identify and negotiate with venues, develop menus in coordination with catering vendors and faculty organizers

• Determine invitation lists and create seating assignments

• Evaluate audio-visual and IT setup, and oversee on-site logistics to ensure a seamless experience for all attendees

Introductory Mathematics Program

Oversee the programmatic activity needs of the Introductory Mathematics Program, which serves approximately 2,500 students per year.

Key responsibilities:

• Provide logistical planning and budget coordination for a wide range of events related to the Introductory Mathematics Program, including pedagogy seminars, social activities, and weekly lunches

• Assist with other academic needs: letters of recommendation, printing and distributing class materials, out-of-sequence exams, room reservations, etc.

Administrative Operations

Serve as a key resource in the successful management of the department's administrative workflow and staff schedules to ensure staff availability for events and programmatic activities coverage.

• Other administrative tasks as required 

Working Conditions:

• 5 days on-site

• Regular schedule: Monday–Friday, 9 AM–5 PM

• Overtime required during events (early mornings, late afternoons, or both; and occasional weekends)