"Alerted.org

Event Operations Associate

Required Qualifications (as evidenced by an attached resume):

Associate’s degree (foreign equivalent or higher). One (1) year of full-time experience in a related environment in events, hospitality, theater operations, or facility support. Administrative experience. Experience with Microsoft Office and/or Google applications. Experience tracking stock of office/unit supply equipment including but not limited to programs, signage, uniforms, first aid, and others. Must be able to frequently move about for event monitoring and guest service duties. Occasionally moves items such as signage, tablecloths, stanchions, and event materials for various event needs. Must have, keep and maintain the appropriate valid NYS Driver’s License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. **(***Out-of-State Applicants, see "Special Notes”).**

Preferred Qualifications:

Bachelor's degree (foreign equivalent or higher). Experience with digital event programs such as Tripleseat, CVENT, Social Tables and/or 25Live. Food Handler’s license or certification or experience with food service and catering best practices. Administrative experience with client communication, such as sending confirmations, collecting event details, updating operations sheets or BEOs (Banquet Event Orders). Experience with keeping up with safety checklists, accessibility guidelines, and/or permits. Experience with cultural programming and sensitivity to monitoring exhibitions/artwork.

Brief Description of Duties:

The Event Operations Associate is an essential role in the successful operation of the Charles B. Wang Center. Incumbent is responsible for overseeing the daily reservation schedule, ensuring client and guest satisfaction, monitoring exhibitions, and coordinating with operational teams to guarantee smooth and safe event execution.

In addition to supporting the Wang Center, the incumbent may also be assigned to Sunwood, the University’s off-site conference facility located in Old Field. Will assist the Facilities Manager by monitoring guest arrivals, parking, vendor and catering activity, ensuring events are launched smoothly and closed out properly.

Event Operations Associate are scheduled in alignment with facility reservation activity, requiring varied shifts—including early mornings, evenings, and weekends. Incumbent must be reliable, punctual, and able to adapt to a changing schedule. Incumbent must have strong interpersonal and customer service skills while remaining professional and approachable.

+ Event & Guest Oversight: Serve as customer-facing representative of the Wang Center. Greet clients/guests, provide directions, answer questions. Ensure guest satisfaction and smooth client experience.

+ Facility & Event Monitoring: Confirm rooms are unlocked, set, and ready. Monitor activity throughout the building (safety, egress, catering, check-in lines, seating, equipment). Provide real-time updates to Conference Services/Facilities. Ensures egress paths remain clear and in compliance with safety standards. Responsible for receiving catering deliveries and pick-ups occur without disruption. Theater guests are properly queued before, seated during events, and that aisles remain clear and accessible.

+ Coordination & Communication: Communicate with AV, Facilities, and Conference Services throughout the duration of event day, including before and after events conclude. Relay and resolve issues promptly. Support event adjustments on the spot.

+ Sunwood Facility Support: Travel with some regularity to Sunwood Mansion in Old Field to manage events. Work with guest arrivals, parking, vendor/catering monitoring, and event close-out. Monitors vendor and catering deliveries and activities. Ensures events are properly launched and closed out smoothly.

+ Exhibition Monitoring: Monitor exhibitions/artwork to prevent damage and ensure cultural programming integrity.

+ Administrative/Support Tasks: Assist with light office/admin duties when extra support is needed. Wear designated staff attire to maintain professional visibility.

+ Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

This is a part-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of start date.

Evening and weekend work will be required at times.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

_Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws._

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA (https://www.stonybrook.edu/commcms/oea/) .

_In accordance with the Title II Crime Awareness and Security Act_ a _copy of our crime statistics can be viewed_ here (https://www.stonybrook.edu/police/) _._

Visit our WHY WORK HERE (https://www.stonybrook.edu/jobs/working-here/) page to learn about the **total rewards** we offer.

\#LI-ES1

**Job Number:** 2504111

**Official Job Title:** : Instructional Support Assistant

**Job Field** : Administrative & Professional (non-Clinical)

**Primary Location** : US-NY-Stony Brook

**Department/Hiring Area:** : Conferences & Special Events

**Schedule** : Part-time

**Shift** : Variable **Shift Hours:** : Variable :

**Posting Start Date** : Nov 10, 2025

**Posting End Date** : Nov 25, 2025, 4:59:00 AM

**Salary:** : $24 per hour

**Appointment Type:** : Term

**Salary Grade:** : SL1

**SBU Area:** : Stony Brook University

**Req ID:** 2504111