Room Reservations and Events Specialist Position Available In New York, New York

Room Reservations and Events Specialist

• POSITION DETAILS

• The Graduate Center (GC) is the focal point for advanced teaching and research at the City University of New York (CUNY), the nation’s largest urban public university.

With over 35 doctoral and master’s programs of the highest caliber, the Graduate Center fosters pioneering research and scholarship in the arts and sciences and prepares students for careers in universities and the private, nonprofit, and government sectors. The Graduate Center’s commitment to research and scholarship for the public good is exemplified by its more than 30 centers, institutes, and initiatives, including ASRC. The Graduate Center benefits from highly ambitious and diverse students and alumni-who in tum teach hundreds of thousands of undergraduates every year. Through its public programs, the Graduate Center enhances New York City’s intellectual and cultural life. The GC seeks a Room Reservation and Events Specialist who will report to the Vice President of Institutional Advancement and Communications. Responsibilities include but are not limited to: + Serves as lead for handling all internal and external room reservations and Zoom webinar bookings, utilizing the reservation system (EventPro) and focusing on the strategic assignment of meeting space to maximize utilization. + Sends initial confirmations in connection with bookings and follows up at specified intervals prior to the event to confirm the status of the meetings, the accuracy of participant counts, the need for special equipment, etc. + Advises GC community members on best practices for event planning and execution and serves as a guide to ensure they have successful events. + Supports with coordinates a wide range of services for meetings including audio/visual requirements, food and beverage requests, conference room set-ups, digital signage, etc. + Confers with internal and external partners before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner. + Communicates to all relevant internal departments and subcontractors the specific needs of the internal or external partner, before and during the events. + Quickly identifies booking conflicts or potential booking conflicts, suggesting solutions and if not immediately resolved, discussing potential options with the team. + Responds to numerous phone calls and emails with new room requests and information for existing room reservations. + Works as a key lead and core member of the events team with logistics, planning and execution for Campus-wide events (commencement, convocation, etc.), + Performs other related duties as assigned. All full-time CUNY staff are expected to work in-person at their campus office 70% of their work time. This is equivalent to 7 out of 10 days of in-person work in a two-week period (e.g., 7 days in person, 3 days remote). This hybrid work schedule is subject to change.

• QUALIFICATIONS

• Bachelor’s Degree and four years’ relevant experience required.

A preferred candidate should have:

+ Proficiency with Microsoft Office suite. + Proficiency with EventPro or similar event management software. + A consistently professional, customer service-oriented approach with a positive mindset and can-do attitude, taking ownership and responsibility within one’s job domain. + Strong organizational, problem solving, and time management skills. + Excellent verbal and written communication skills. + Flexibility to work earlier or later in the day and weekends on occasion. Candidates must be legally authorized to work in the United States on a full-time basis. Sponsorship will not be offered for this position.

• CUNY TITLE OVERVIEW

• Plans and manages special events, seminars, and conference services programs.
• Works collaboratively with campus departments and executives, student groups, and outside organizations to develop and plan special events and programs.
• Plans event logistics and secures contracts and agreements.
• May coordinate reservations and availability of internal campus facilities.
• Creates and executes event communications, including invitations, agendas, and marketing information.
• Coordinates services related to events (i.e., equipment, catering, audio-visual requirements, media coverage). May hire and supervise staff assigned to event.
• Creates fiscal records and reports; evaluates overall event success and reports to management.
• Maintains ongoing communications with campus departments involved in events planning and execution.
• Performs related duties as assigned.

Job Title Name:

Administrative Events Specialist

• CUNY TITLE

• Higher Education Assistant
• FLSA
• Exempt

• COMPENSATION AND BENEFITS

• $79,598
• 82,663/year (salary range as of 9/1/25 per the new contract).

Salary commensurate with education and experience. CUNY’s benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.

• HOW TO APPLY

• Please click on “” which will bring you to the registration screen. If you are a new user, you must register to apply. If you already have a user ID, please use your existing ID to apply. Please submit a resume and a cover letter in Word or PDF format.

• CLOSING DATE

• July 8, 2025

• JOB SEARCH CATEGORY

• CUNY Job Posting:

  Managerial/Professional

• EQUAL EMPLOYMENT OPPORTUNITY

• CUNY encourages people with disabilities, minorities, veterans and women to apply.

At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer. Job

ID 30455

Location Graduate Center