Events Project Coordinator

About the Job

Part of the University of Minnesota Foundation (UMF) Events and Creative Department, the Events Project Coordinator provides event registration services for University of Minnesota development-focused stewardship, cultivation, and benefit events. Position implements and coordinates general operations of event registrations, communications, and reporting for events supporting the Foundation's fundraising objectives.

Key Responsibilities:

Event Project Coordination (60%)

* Coordinate and execute logistical workflow for assigned event projects based on established procedures and guidelines

* Anticipate common needs and take appropriate initiative to promote a smooth registration process and pre-event guest experience

* Proactively track critical facets of each event and provide updates to manager, project team, and other necessary parties

* Adhere to timelines, manage own time, and balance competing priorities and deadlines

* Accurately and consistently manage online registration, RSVPs, data entry, reporting, etc.

* Create event registration project plans and timelines

* Coordinate event registration site building process: client meetings, template layout, and testing

* Request and triage event email communications with digital and event partners

* Create and provide event-specific elements to event production partners, including name tag template, registration reporting, etc.

Customer Service (20%):

* Collaborate with internal and/or external partners to move projects forward and ensure thorough communication of details and resources

* Professionally interface with leaders and donors on the phone, in-person, and by email

* Serve as lending program fulfillment liaison to UMF event operations and production teams

* Provide customer service for UMF, collegiate, and external (community partners) clients seeking event support

* Support projects with high attention to detail, time sensitivity, internal and/or external customers, including triaging, developing, and implementing key registration elements

Event Operations (10%):

* Work assigned UMF-hosted benefit events (held evenings and weekends), including but not limited to pre-event registration, onsite event registration, event preparation, and onsite assistance

* Provide support for UMF-hosted stewardship and cultivation events, providing on-site event support

* Research, identify, and recommend vendors, and conduct additional event-related research as assigned

* Provide work direction to student interns

Demonstrate commitment to valuing diversity and contributing to an equitable and inclusive working and learning environment (exhibit 100% of the time)

* Continuous learning in diversity, equity and inclusion for oneself and team via training, podcasts, articles, etc.

* Seek to explore and understand cultural differences and create a culture of belonging

* Develop and employ anti-racist practices and principles to accomplish work

* Advocate for employees of all ethnicities, genders, ages and backgrounds

* Cultivate and develop inclusive and equitable working relationships with employees, colleagues, stakeholders, etc.

Qualifications

Required qualifications:

* Bachelor's degree in Communications, Marketing, Public Relations, Business, or related field; OR a combination of education and experience as listed totaling a minimum of four years

* Excellent organization, project and time management, problem-solving, and client service skills

* Proficiency in the following software:

* Donor Management System (DMS)

* Workflow platforms such as Intellistack and Auction and Event Solutions, including building registration forms, and managing user accounts and permissions.

* Asset management such as Canto Digital Asset Management and EZ Office Inventory

* Project management systems such as Asana

* Event seating and layout platform such as Cvent Event Diagramming

* Financial systems including submitting and tracking payments

* Microsoft Office applications including Word, Excel, and Power Point

* Google suite including sheets, presentations, documents, and calendar

* Demonstrated ability to:

* Collaborate effectively with multiple stakeholders across a complex academic system

* Build…