GENERAL SUMMARY OF POSITION:
Under the general direction of the Vice Chancellor for Development or designee, the events coordinator will plan and execute all logistics for small scale events for the Development Office.
MAJOR RESPONSIBILITIES:
* Gather event requirements by meeting with internal customers; explaining options and projecting costs to meet event expectations and budget projections
* Establish and implement timelines and budget requirements for each event project plan. Communicate these timelines and requirement to the event team for smaller scale events
* Develop meeting specifications and manage event details including; site selection, hotel contract, food and beverage and audio-visual requirements, speaker arrangements, security, transportation and travel arrangements as needed for smaller scale events
* Develop and review meeting/event agenda with team, manage registration, attendee evaluations, on-site supervision and budgeting
* Work with the Vice Chancellor to develop relationships with service providers and negotiate and review all event related contracts
* Design and arrange setup of all function rooms to incorporate traffic flow, seating and audio-visual requirements for smaller scale events. Work withthe Vice Chancellor for larger scale events
* Work with the Vice Chancellor to establish event budget. Track and analyze pertinent data on all events (e.g. events statistics and actual expenses vs. budget)
* Review all meeting invoices and forward for appropriate signature and payment
* Identify and manage coordination, organization, recruitment of internal volunteers
* Initiate design and review of event related communication materials
* Design and print event materials such as table signage, placecards, auction bid sheets, auction descriptions and forms
* Review data and notify data processing and research staff of needed revisions to insure that department database is accurate and up-to-date
* In collaboration with the Vice Chancellor, develop action plans and calendars for projects and tasks and assure that assigned projects stay on time and on budget
* Perform other duties as required.
REQUIRED QUALIFICATIONS:
* Bachelor’s degree or equivalent experience
* 3 years of experience in development-related activities, such as public relations, marketing/advertising, communications, sales or customer support. Volunteer fundraising experience desirable
* Broad knowledge of meeting industry contracting standards and practices; experience with site selection and strong negotiation skills to work with vendors on pricing and contract negotiation, food and beverage planning, developing audio-visual requirements, budgeting, creating timelines and event related materials, and onsite execution
* Requires excellent project planning, organizational, interpersonal, verbal and written communication skills.
* Ability to work well independently and as member of a team
* Demonstrated strong project management skills such as ability to prioritize tasks, handle multiple tasks simultaneously, complete quality work on a timely basis within frequent, tight, deadlines, and to utilize effective problem resolution skills
* Possess both creativity and an exceptional level of attention to detail
* Ability to work effectively with all levels of management
* Self-starter who needs minimal direct oversight
* Excellent PC skills with MS Office Software
* Experience in institutional development a plus
* Available to work nights and weekends as needed
* Ability to establish and maintain strong working relationships with faculty, staff, physicians, volunteers, donors and vendors
* Ability to travel to off-site locations.
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