Special Events Coordinator

Type of Appointment: Full Time, Probationary

Job Classification: Administrative Support Coordinator II

Anticipated Hiring Range: $4,058 - $4,631 per month

Work Schedule: Monday - Friday 8:00am-5:00pm


THE DEPARTMENT:

The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events and activities that stimulate the involvement and interest of alumni, friends, parents, corporations and foundations to develop relationships that will foster and stimulate giving to the university. As one of the main components of the division, the department of Events and Special Projects serves to create, develop, and implement various events and activities that serve as a backdrop to stimulate the involvement of the university's ever growing support base comprised of alumni, parents, current donors, friends, industry associations and numerous others. Events and Special Projects support major university, divisional, and presidential events and events held on campus for outside constituencies on a consistent basis by strategically planning, developing, and implementing a variety of functions and programs.

DUTIES AND RESPONSIBILITIES:

Special Events Duties

• The Events Office coordinates various events for the President, the Division of University Advancement, University Development, and the Donor Relations and Stewardship offices. These constituents include donors, prospects, faculty/staff, government officials, alumni and other special guests of the university. With all of these various events, the position assists in the coordination and implementation including: development of invitation lists, preparing and mailing invitations, accepting calls and emails, tracking responses for the various events, preparing payments for event vendors, and ordering event supplies specific for particular events as needed.
• Work is performed independently under general direction related to goals.
• Researches and follows through with varying levels of assignments associated with special events such as investigating background data on performers, venues, caterers, and print materials.
• Maintains the budget for events to include processing and receiving sponsorships, ticket sales and other income through Raiser's Edge, and initiating and processing of purchase orders/expenditures for all events in a timely manner.
• Attends events on and off-campus and assists with site set-up and tear-down, registration check-in, nametags, ticket sales, and any special needs of guests.
• Ensures the smooth operations of events and troubleshoots any problems taking the initiative to assess and solve.
• Interacts with high-level donors and guests at events to ensure the needs of all in attendance are met. Will interact at the highest levels within and outside university, often in sensitive interpersonal situations, while maintaining DEI compliance.
• Prepares various spreadsheets tracking various elements of event-related information from RSVP lists, event check-in and event budgeting.
• Coordinates and acts as a lead for event volunteers at events providing them with direction, guidance, and assignments on tasks required.
• Maintains, updates, monitors, and tracks events and registration information in Raiser's Edge. Creating and building event web pages within the Raisers Edge’s BBNC environment.
• Confirm all event registrants and ensure that all information in Raisers Edge is correct including but not limited to contact information, tracking comments, etc.
• Ensures clarity, editing and organizing is confirmed when sharing detailed event information. List management within Raisers Edge, including but not limited to creating detailed reports and RSVP lists for development officers, alumni staff, etc., gathering and organizing information including survey questions, poll responses, etc.
• Independent decisions on day-to-day operations are made. Specialized policies and procedures are interpreted and applied.
• Participates in pre-event and post-event department meetings to review programming, special needs, timelines, and effectiveness of the event and address any issues that occurred.
• The Events Coordinator will assist and support the Commencement Coordinator with duties including but not limited to registration, ticketing and logistics.
• The Events Coordinator is required to work during commencement.
• Use of Canva to support the Office of Events with designing event invitations.
• Create and edit various event communications from event reminders, name badges and save the dates.
• Will creat