Reporting to the Associate Director of Board and Donor Engagement, this position is responsible for the planning, execution, follow-up, and budget of events, occurring both on and off campus, for the University of Arizona Development Program (UDP). All programs and events are designed to support the major fund-raising, donor retention and engagement programs implemented by the UDP to benefit the University. The Assistant Director also serves as an event resource for the design and implementation of college and unit initiated events.
This position may be responsible for the supervision of student assistants to support the event process.
Essential Functions/Major Responsibilities:
Assist in identifying key University initiatives, programs, and faculty to highlight creativity through events.
Work with excellent organizational skills and attention to detail.
Be able to work independently with the ability to prioritize multiple projects and meet strict deadlines for deliverables.
Work collaboratively on projects assigned based on available time and skill sets.
Provide full event planning and implementation support as assigned with minimal supervision.
Coordinate and create electronic communication (email invitations, post-event thank you notes and surveys).
Participate in preparation of departmental annual budget.
Provide lead staffing of assigned events from preparation to implementation.
Meet with supervisor to discuss the event scope and critical elements important to the success of the event.
Meet with supervisor, department/unit and campus colleagues to outline event particulars and recommend program elements to showcase University programs.
Conceptualize event theme; program, creation of invitation lists; identify the speaker(s); site selection; prepare seating arrangements; negotiate with vendors and suppliers; ship materials if needed; and develop and manage events, budgets with student intern assistance, and timetable for implementation (using event planning checklist and system).
Travel to offsite events to assist in execution.
Prepare and present post-event plans to capture attendance metrics, create event summaries, and track and reconcile event expenditures.
Schedule and reserve facilities and services for event sites and vendor requirements.
Ensure guest attendance and comfort through communications, special needs requirements, location directional guidance, etc.
Coordinate event clean-up to ensure the facility is ready for the next business day.
Coordinate volunteer staffing for large-scale event assistance.
Occasionally handle the planning of travel for offsite events.
Maintain positive vendor relationships to enhance sponsorship opportunities.
Maintain vendor tracking system, program and event files.
Work collaboratively with other UDP team members on logistics for meetings and events.
Research and recommend dates for annual events. Finalize and distribute calendar to internal team and Development Program members.
Coordinate and track program/event invitations and RSVPs.
Propose new ideas to improve the event planning and implementation process.
Identify and ensure adequate staffing for each event.
Provide administrative and clerical support to supervisor as needed.
Perform other duties as assigned.
The duties of the Assistant Director are essential to enhancing relationships with University of Arizona donors and to the success of the University Development Program goals. The Assistant Director will work with minimal supervision and exercise independent judgment regularly. While the Assistant Director is expected to follow all UAF and UA organizational policies (accounting, personnel, contracts, etc), he/she will have the authority to recommend procedural changes regarding program and event issues.
Interpersonal contacts are frequent and varied and include, but are not limited to, UA/UAF donors and prospects, UA administrators and campus leadership, faculty, staff, students, and vendors.
Specific Job Skills:
Ability to design events and experiences customized to varied audiences that relate to organizational themes and priorities.
Ability to anticipate project needs, discern work priorities, and meet deadlines with little supervision.
Knowledge of event preparation and implementation requirements.
Excellent communication and public relations skills.
Strong working relationships with local and regional vendors and event venues.
Experience using databases to manage information.
Ability to coordinate and implement several programs and events simultaneously.
Ability to work independently and as part of a team.
Proficiency with MS Office (Word, Excel, MS Outlook, etc.).
Ability to manage budgets and run reports on events managed as requested.
Ability to work effectively with a wide variety of individuals, including donors, alumni, development officers, deans, faculty, and staff.
Demonstrated success in coordinating multiple events simultaneously, particularly offsite or remotely.
Understanding of the events office role in supporting development goals.
Bachelor’s degree in any discipline, with an emphasis on writing skills; AND two years of experience in event planning and management.
OR an equivalent combination of experience, training and/or education may replace the Bachelor’s degree requirement, as approved by Human Resources.
Demonstrated experience working and communicating with diverse constituents.
Demonstrated success in event organization and relationship skills.
Demonstrated experience with strategic and high-end event planning, preferably in a donor relations or alumni relations unit, in a higher-education environment.
Experience with Raisers Edge, Basecamp (or other online project management tools) and Blackbaud CRM.
Event planning certification such as CSEP, CIC or MPI.
A degree from, or detailed knowledge of, the University of Arizona.
Prior to campus work experience and familiarity with UA policies and procedures.
Standard office environment with close work on a personal computer.
Frequent requirements to work evenings and weekends.
Occasional in-state and out-of-state travel may be required.
Lifting up to 30 pounds will be required to transport items to and from event locations.
Ability to twist, turn, bend, load items and climb stairs for events preparation.
Valid and clean driver’s license.
About University of Arizona
Advancing the University of Arizona by building relationships, securing philanthropic support and stewarding assets.
To be acknowledged by alumni, donors, friends, the University community and peer institutions for service excellence, achievement, and integrity in all we do.
? Service Excellence