Events Coordinator

Type of Appointment: Full Time, Probationary

Job Classification: Events and Conference Planner II

Anticipated Hiring Range: $4,617 Maximum 

Work Schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m.


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. The Office of the Vice President of University Advancement oversees the offices of development, alumni and external relations, government and external relations, advancement services, and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundation which serves as the official entity to receive and manage all contributions 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 University 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. 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. Maintains, updates, monitors, and tracks events and registration information in Raiser's Edge. Prepares various spreadsheets tracking various elements of event-related information from RSVP lists, event check-in and event budgeting. Maintains individual events and purchasing budgets, tracking expenses and quotes, initiating and processing purchase orders/expenditures for all events in a timely manner. Will monitor ticket sales, sponsorships or other income that is processed via Raiser’s Edge. 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 create signage to support events from A-frame, stakes and banners and various other event communication items. Supports with the design and editing for the Events Department website. Work with campus partners to maintain and update information that supports campus events. Knowledge of Cascade preferred. 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. Attends events on and off-campus and assists with site set-up and tear-down, registration and 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 e