Coordinator University Events

Coordinator For University Events

The Outreach & Engagement Coordinator is responsible for organizing and coordinating all aspects of event communications print materials, maintaining accurate records and data, supporting digital outreach and reporting, assisting with scheduling and administrative tasks, and ensuring efficient processes for UEE's Outreach & Engagement team to facilitate impactful outreach and engagement efforts.

Responsibilities include:

• Coordinating the preparation, organization and accuracy of onsite print materials, including but not limited to name tags, place cards, and escort cards for UEE-led events.
• Developing and managing RSVP forms, supporting segmentation of guest list for invitations and reminders, and generating invitation list reports to facilitate event outreach efforts.
• Collaborating with the Presidential and Transformational Giving Research Team by documenting necessary record updating in the CRM system.
• Building and managing the distribution of digital communications using approved copy design templates.
• Monitoring and tracking digital outreach data, including open rates, bounce backs, RSVP rates, and unsubscribes to support attendee goals and outreach strategy.
• Updating and maintaining the outreach and engagement calendar, ensuring timely task and campaign management to support strategic communication and best practices.
• Submitting purchase and payment requests for the Outreach & Engagement team in accordance with established university procedures and policies.
• Assisting with benchmarking initiatives to ensure outreach and engagement strategies and tools remain competitive and effective.
• Providing support for scheduling and preparing agendas for internal and external meetings of the Outreach & Engagement team.
• Overseeing and maintaining event and hotel inboxes, ensuring prompt and accurate responses to constituents.
• Preparing and maintaining final attendance data for impact assessment and future outreach efforts.
• Ensuring accurate maintenance of records and archives for all lists, including invitation, RSVP, and attendance, as well as final design and content files.
• Providing content and copy writing support as directed.
• Additional duties as assigned.

Salary: $55,000+ based on qualifications.

Required qualifications include:

• Bachelor's degree or equivalent experience in communications, marketing, business administration, or a related field.
• At least three years of experience in a communications role with emphasis on event outreach or marketing.
• Strong organizational and project management skills, with demonstrated ability to coordinate event materials, manage calendars, and oversee multiple tasks simultaneously.
• Proficiency with CRM systems and digital communication platforms, such as email marketing (e.g. Eloqua, Emma, Salesforce Marketing Cloud), event management tools (e.g. Cvent, Event Farm), and Microsoft Office Suite.
• Excellent attention to detail and accuracy in recordkeeping, data management, and preparation of print and digital materials.
• Strong written and verbal communication skills, including content and copywriting abilities.
• Ability to work collaboratively within a team, support meeting logistics, and provide prompt, efficient responses to constituents.
• Knowledge of university procedures and policies related to purchasing and payment requests.
• Demonstrated commitment to professionalism, accountability, and providing excellent service to stakeholders.
• Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.

Preferred qualifications include:

• Three or more years of experience working in higher education, nonprofit, or event management environments.
• Advanced skills in data analysis and reporting for outreach and engagement initiatives, including tracking open rates, RSVP responses, and attendance impact assessments.
• Familiarity with benchmarking strategies and tools to evaluate and improve outreach effectiveness.
• Ability to design and edit digital communications using approved templates and creative software.
• Demonstrated success in maintaining archives and records for complex projects or events.
• Experience supporting or leading content development and copywriting for outreach campaigns.
• Proficiency with Box or other cloud-based document management systems for organizing event files and records.

Working conditions include:

• This is an on-site position (40 hours per week) and the schedule will vary based on university and department schedules, and with the types of events scheduled and operational functions.
• May work late evenings and some weekends for scheduled events. Hours are subject to change.
• Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation.
• May work in all weather conditions.
• Regular and consistent attendance is required in this job.
• Applicants must be authorized to work in the United States. The University Development Office does not sponsor work visas for this position.
• This…