Event Coordinator

Event Coordinator

The CUNY Mexican Studies Institute (MSI) seeks an Event Coordinator to plan, coordinate, and execute academic, cultural, and community-based programs. The selected candidate will manage logistics, budgets, schedules, contracts, communications, and operations related to conferences, workshops, exhibitions, book presentations, cultural festivals, and community engagement activities. The Event Coordinator will work closely with MSI staff, university personnel, community organizations, cultural institutions, and external vendors to ensure the successful implementation of the Institute's programs and events. Experience in higher education, museums, cultural organizations, or community-based organizations is preferred, along with strong organizational, administrative, and project management skills.

Position details include:

• Plan, coordinate, and execute academic, cultural, and community-based events that advance the Mexican Studies Institute's mission, including conferences, lectures, exhibitions, film screenings, book presentations, workshops, symposia, and public programs.
• Coordinate logistics and production for the Institute's signature programs, including the New York City International Book Fair (FILNYC), cultural festivals, artist talks, and community engagement initiatives.
• Collaborate with faculty, students, community organizations, cultural institutions, government agencies, consulates, and other strategic partners to develop and implement public programming.
• Manage all aspects of event planning, including scheduling, venue reservations, contracts, permits, transportation, lodging, catering, audiovisual services, interpretation, and accessibility accommodations.
• Coordinate event-related communications, including invitations, registration systems, promotional materials, agendas, and correspondence with participants in both English and Spanish.
• Serve as the primary liaison between the Institute, speakers, artists, vendors, partner organizations, and university departments to ensure the successful execution of programs and events.
• Oversee on-site event operations, including coordination of support staff and volunteers, event setup and breakdown, audience services, and troubleshooting.
• Monitor budgets, process payments and reimbursements, maintain financial records, and prepare post-event reports and evaluations.
• Maintain program calendars, databases, attendance records, and institutional documentation for administrative and reporting purposes.
• Support initiatives that strengthen relationships between CUNY and Mexican, Mexican American, Latino, and immigrant communities throughout New York City.
• Assist with special projects, exhibitions, public humanities initiatives, and educational programs that promote the cultures, histories, and contemporary experiences of Mexican, Mexican American, and Latino communities.
• Collect and analyze participation data and audience feedback to evaluate program impact and support future strategic planning.
• Perform other duties related to the mission and goals of the Mexican Studies Institute as assigned.

Required skills and qualifications include:

Bachelor's degree in Arts Administration, Cultural Management, Public Administration, Latin American Studies, Humanities, Education, Communications, or a related field, and a minimum of four years of professional experience in event coordination, cultural programming, academic administration, community engagement, or a related area.

• Demonstrated experience planning and executing conferences, exhibitions, public programs, cultural festivals, book presentations, workshops, and other academic or community-based events.
• Excellent organizational, project management, and problem-solving skills, with the ability to manage multiple projects and deadlines simultaneously.
• Proficiency in Microsoft Office Suite, Google Workspace, and event management and registration platforms.
• Ability to work effectively with faculty, students, community organizations, cultural institutions, government agencies, and external partners.
• Fluency in spoken and written Spanish and English; experience developing and managing bilingual campaigns and content for diverse communities is highly desirable.
• Knowledge of and sensitivity to Mexican, Mexican American, Latino, and immigrant communities, and a demonstrated interest in issues related to higher education, Mexican and Latino studies, culture, the humanities, academic research, the arts, community engagement, and public communications.
• Experience working in higher education, museums, cultural institutions, community-based organizations, or nonprofit organizations is highly desirable.
• Flexibility to work occasional evenings and weekends, as required by program schedules, special events, and institutional activities.
• Excellent interpersonal skills and demonstrated ability to work collaboratively and effectively in multidisciplinary teams.
• Ability to work independently, take initiative, and contribute to innovative communications, cultural outreach, and public engagement projects.

Preferred qualifications include:

• Demonstrated experience coordinating large-scale public programs, conferences, cultural festivals, exhibitions, book fairs, and community engagement initiatives.
• Experience developing and sustaining partnerships with community organizations, cultural institutions, government agencies, consulates, and educational organizations.
• Experience managing budgets, contracts, grants, and institutional administrative processes.
• Familiarity with event registration platforms, customer relationship management (CRM) systems, and digital communication tools.
• Experience coordinating in-person, virtual, and hybrid programs, including audiovisual technologies and livestreaming platforms.
• Ability to work effectively in multicultural and multilingual environments and engage diverse audiences and stakeholders.

Ideal candidate profile:

The ideal candidate is a highly organized, proactive, and solutions-oriented professional with experience in event production, program administration, and project management. The successful candidate will thrive in a dynamic and collaborative environment, working effectively with artists, scholars, students, community organizations, institutional partners, and diverse public audiences. Strong interpersonal skills, attention to detail, and the ability to manage multiple priorities simultaneously are essential.

Pay Range: Annual Salary - 54,313.06 USD

RFCUNY Benefits: RFCUNY Employee Benefits and Accruals

Equal Employment Opportunity Statement: The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.