Event Coordinator

Description

Event Coordinator

The College Foundation of the University of Virginia, which exists to support the College and Graduate School of Arts & Sciences, is conducting a search for an Event Coordinator.

Working under the guidance of the Director of Donor Relations, Events and Regional Engagement, and as an integral part of the Donor Relations Team, the incumbent plans and executes smaller special events, and supports larger, more complex and regional events. This position plans and executes events designed to cultivate, recognize, educate and steward current and prospective donors to the College and Graduate School of Arts & Sciences.

The incumbent will work with event vendors to secure arrangements for College-sponsored donor events, and support gift officers on the coordination and logistics of private dinner parties, young alumni gatherings, football stadium hospitality suite, regional board lunches and meetings. In coordination with the Director of Donor Relations, Events and Regional Engagement, the incumbent will work within the events budget during the planning processes through the completion of each event.

Skills Required

Key Duties and Responsibilities:

Coordinate and Execute Events

1. Plan, coordinate, execute and review smaller special events and regional events for the Arts & Sciences Development Office.
2. Research, propose and secure possible venues for functions based on budget, geography, accessibility, aesthetic appeal and availability.
3. Contract for services from vendors including caterers, florists, parking services, photography, etc.
4. Prepare formal briefing materials with final details for gift officers and event hosts.
5. Develop staffing plans to ensure quality standards are met.
6. Travel to some assigned regional events to provide on-site support and management, working with gift officers, staff, administrators, and hosts.
7. Collaborate with the Development Services Associate in the creation and distribution of event invitations and the tracking of responses.

Evaluate Events

1. Determine benchmarks for success prior to each assigned event, evaluate their effectiveness after the event, and incorporate improvements in future planning.
2. For recurring events, recommend revisions to event plan for future versions as appropriate.
3. Maintain master event files and documentation to aid in planning and executing future events.

Manage Event Finances

1. In coordination with supervisor, develop and manage budgets for assigned events.
2. Negotiate all financial commitments for delivery of products and services by outside vendors for assigned events using College Foundation procurement and purchasing policies.
3. Verify invoices and arrange for payment of approved event expenses. Ensure procurement procedures are followed for any Advance Purchase Requests and payment of invoices.
4. Ensure event stays on budget, monitoring financial commitments during lead-up to event and making alternate arrangements if cost overrun appears likely.
5. In partnership with supervisor, review events budget each month.

Qualifications:

The strongest candidates will have experience in planning events of all varieties, particularly for a development organization or in higher education. A high school diploma is required; bachelor’s degree preferred. Significant professional event management experience may be substituted for a formal degree. One to two years of events management experience is required, preferably in a non-profit setting. The ability to interact with executive-level administrators, government officials, donors/prospects, alumni, and development staff with an understanding of protocol and confidentiality is required. Ability to occasionally travel and work nights and weekends is required.

Additional Info

Salary and Benefits:

This position reports to the Director of Donor Relations, Events and Regional Engagement. The anticipated hiring is $35,000 to $45,000. The College Foundation offers a generous benefits plan including full health insurance coverage for employees and a 403(b) retirement plan.

How to Apply:

Applicants should send a cover letter and resume to Erin Dinger, Director of Finance and Human Resources, at P.O. Box 400801, Charlottesville, VA 22904 or dinger@virginia.edu. Review of applications will begin immediately. The position becomes available May 2, 2016, and will remain open until filled. The College Foundation is an Equal Opportunity Employer. Women and members of minority groups are strongly encouraged to apply.

The College Foundation of the University of Virginia is a 501(c)(3), University-Related Foundation whose mission is to raise and invest private funds for the benefit of the College and Graduate School of Arts & Sciences. Governed by a 40-member volunteer Board of Trustees, and organizationally aligned with the Dean of Arts & Sciences, it employs a team of approximately 30 advancement professionals.