<p><strong>Overview</strong><br />The Event Coordinator provides logistical planning and coordination for a large, complex University of Minnesota Foundation (UMF) benefit event. Position manages logistics, communications, vendors, and relationships, all critical support services for the benefit event’s fundraising objectives.<br /><br /><strong>Responsibilities</strong><br /><br /><em>60%—Manage coordination and execution of benefit event silent and live auctions.</em><br />• Collaborate with designated development staff to establish and execute plans for benefit event silent and live auctions, from the formulation of strategic plans through logistical execution.<br />• Draft and send solicitation letters, coordinate donation deliveries and pick-ups, track and process donation details, package donations, draft package descriptions, prepare packages for transport to event location, display onsite, provide customer service, update post event tracking, and generate follow-up reports.<br />• Partner with event volunteers and contracted auction vendors to coordinate and execute auctions.<br />• Prepare work plans, timelines, reports, and other required information as appropriate.<br />• Create, proof for accuracy, print and assemble needed auction and event materials—solicitation letters, package descriptions, participant correspondence, etc.<br /><br /><em>35%—Manage benefit event projects and tasks including, but not limited to the following:</em><br />• Manage event projects: develop and execute assigned projects including print collateral, sponsorship fulfillment, on-site training and management of staff/volunteers for required technologies, policies, and procedures.<br />• Detail management: manage event details as needed--overseeing or executing data entry, filing, reviewing plans and lists for accuracy, and other event-specific details including fielding, coordinating, and trafficking requests.<br />• Event assistance: assist with pre event support, onsite project direction and support, and post event clean up.<br /><br /><em>5%—Collaborate with organizational partners, external volunteers, and vendors to advance UMF’s mission. </em><br />• Manage volunteer relationships associated with events and event projects.<br />• Establish relationships with internal partners to facilitate efficient event execution.<br />• Provide customer service to UMF, collegiate, and external (third party) clients seeking event information.<br /><br />**Attend benefit event and provide on-site event coordination and support, including evenings and weekends prior to and after benefit event date as needed.<br /><br /> </p>
<p><strong>Qualifications Required </strong></p><p>• Bachelor’s degree in Communications, Marketing, Public Relations or related field, or a combination of related education and experience totaling four years.</p><p>• Minimum one year previous experience coordinating and executing support for large-scale events. </p><p>• Professional experience using advanced features of Microsoft Office (Word—mail merge, tables, hyperlinks; Excel—designing worksheets/charts and linking worksheets; PowerPoint—designing and building custom slides/templates, incorporating sound/video clips, packaging and running presentations). </p><p>• Professional experience with electronic auction systems. </p><p>• Professional experience utilizing database and/or donor management systems (queries/data entry)</p><p>• Excellent organizational, project and time management, problem-solving and client service skills. </p><p>• On event days: ability to spend 10+ hours engaging in physical activity, including lifting and moving boxes and items (up to approx. 45 pounds) from storage to venue; setting up registration tables, auction displays and signage; setting and decorating tables; greeting and assisting guests at registration; disassembling and packing event materials. </p><p>• Onsite coordination and execution leading up to and during May 11-12, 2018.</p><p>• Part-time hours February and March with full time hours April and May 2018.</p><p><strong>Preferred </strong></p><p>• Ability to handle multiple tasks and work independently, using initiative to overcome obstacles and complete tasks accurately and on deadline</p><p>• Experience in an academic, fund-raising, marketing, or nonprofit environment</p><p>• Proven ability to work with volunteers, donors, and vendors</p><p>• Demonstrated strong interpersonal and communication skills, both oral and written</p><p><strong>American with Disabilities Act (ADA) Requirements:</strong><br />Office environment including standing and sitting at desk, use of computer, occasional lifting of approximately 45#. </p><p> </p><p> </p>
Internal Number: 321908
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.