Coordinator, Event Operations

The OSU Foundation leads fundraising and alumni engagement efforts for Oregon State University. The Foundation’s Marketing and Communications team creates experiences, tells stories and builds communities that inspire alumni, donors and friends to join OSU in making the world a better place. Part of the Marketing and Communications team, the Events team supports the planning, coordination and execution of a wide range of event experiences that engage OSU alumni, donors, faculty and staff, friends and other groups.

Reporting to the Director of Events, the Coordinator provides administrative and operational support that helps the central Events team execute events with consistency, accuracy and strong customer service. The Coordinator assists with budgeting, briefing materials, CRM data, event calendars, vendor files, project tracking and onsite event support. The Coordinator uses technology tools, including AI where appropriate, to help streamline workflows, organize information, prepare accurate materials and support continuous improvement.

This position works collaboratively with colleagues, donors, vendors and campus partners to support successful event experiences. The accountabilities for this position are detailed below.

Key Partners

• Alumni and donors who inquire about and attend OSU Foundation events
• Development officers and members of the Foundation and university teams, who rely on clear communication about event logistics and information to support their work with alumni and donors
• Technology & Innovation teams for data, reporting and briefing information
• Finance teams for budget tracking, reconciliation and vendor payment
• Event vendors and venues

Measures of Success

The Coordinator plays an important role in helping to realize the Marketing and Communication team’s vision of creating an environment where all OSU alumni and friends are driven to connect with the university to be part of something bigger than themselves and to advance the promise of OSU’s teaching, research and outreach mission. Specifically:

• Accurate guest lists, RSVP records, attendance tracking and biographical data maintained in the organization’s master database
• Event budgets tracked, reconciled and reported in a timely and accurate manner
• Professionally prepared briefing materials completed according to established timelines and templates
• Effective use of templates, shared tools and technology to support consistent event operations
• AI and other technology tools used appropriately to organize information, improve efficiency and assist with data review
• Timely project updates, reminders and calendar information maintained for the Events team
• Positive event experiences reported by internal and external stakeholders

Major Duties Operations and Reporting — Support event operations processes and tools; assist the Director of Events with maintaining shared standards, templates and tools used by event planners across the organization; prepare and update event reports and tracking documents; participate in cross-functional discussions on data, technology and process improvement as assigned.
Budget — Track budgets and expenditures for events the team leads; process vendor invoices and contracts; reconcile credit cards; prepare budget updates for review by event leads and the Director of Events; identify and communicate potential budget questions or issues in a timely manner.
Briefing Process — Coordinate the briefing process used across the team for senior leaders and development staff attending events; draft and prepare briefing documents using established templates and timelines; gather information from research colleagues and event leads; help ensure briefing materials are accurate, complete and delivered on time.
List Management — Support CRM list generation and event-related reporting for the Events team; pull lists and request reports; organize, format and review data, including the use of AI tools where appropriate, to support mail merges, RSVP tracking and distribution; assist colleagues with established event-related reporting and data processes.
Data Management — Coordinate RSVP tracking and event participation coding; update…