Events Specialist

Job Code: 8421EV CO Pro 1-Event Mgmt.

Supervisor: Director, Alumni Experiences & College Events

Time Appointment: 100% Appointment - 1 year temporary

This is a one-year temporary civil service position with the possibility of extension depending on departmental needs, funding, and performance.

The Events Specialist provides planning and logistical support for events and experiences for College of Liberal Arts donors, alumni, and the College community and supports the cultivation and stewardship of donors. They create and maintain high-quality events that present a compelling image of the people, activities, and learning environments of the college and support high-priority CLA objectives. They support the growth and sustainability of the stewardship program and are focused on creating an excellent donor experience through implementing stewardship best practices and supporting stewardship and advancement projects as assigned.

Flexible hybrid; at least 2 days in the office each week in addition to events. Our office is located in Johnston Hall, on the East Bank of the University of Minnesota - Twin Cities campus.

$24.25 - $28.00 hourly; $50,440 - $58,240 annually, depending on education/qualifications/experience

• With direction from the Director of Alumni Experiences & College Events, plans and executes internal events for faculty and staff. Examples include faculty and staff award presentations, academic year kickoff events, and faculty emeriti dinners.
  • Project manages and carries out event logistics, such as scheduling rooms, arranging virtual platforms, ordering supplies and catering, and liaising with venue staff, audiovisual and technology specialists.
  • Establishes and executes work plans, timelines, reports, and other required documentation, as appropriate.
  • Provides on-site support for events, including setting up physical spaces, overseeing check in/registration, running basic A/V, and general event management.
  • Provides general event support, including registration, nametags, mailings, preparation of collateral, and day of logistics.
• Provides occasional support to CLA departments and centers for events and initiatives through project management, communications, logistics, etc.
• Assists with CLA's presence at the Minnesota State Fair including coordinating volunteers and faculty presenters.
• Monitors budgets, pays invoices, and manages vendor relationships for assigned events.
• Prepares briefing materials and works with development staff on guest bios as needed.
• Creates email announcements and invitations in Salesforce Marketing Cloud.
• Creates presentations and videos as needed for events.
• Edits and uploads videos to You Tube following events.
• Creates and edits event pages on CLA website utilizing Drupal.
• Manages event related reply-to emails.

• Assists in implementing programs and events to maintain and promote alumni interest and support.
• Supports the annual CLA alumni awards nomination process and award presentation
• Tracks alumni and donor engagement (event attendance, volunteer participation, board affiliations, etc.) in University's Donor Management System and pulls reports as requested
• Assists in alumni research.

• In partnership with the Associate Director of Stewardship, executes stewardship engagement events on campus and in the communities where donors live. Examples include annual scholarship & fellowship recognition events, endowed lectures and giving circle receptions.
• Assists with project tasks for donor recognition and engagement activities.

Required Qualifications:

• BA/BS degree or a combination of related education and work experience to equal at least four years
• Demonstrated experience planning and executing events in an informal or formal setting
• Ability to prioritize multiple tasks, organize work, and follow through independently. Strong data orientation and aptitude in managing data to achieve objectives.
• Detail oriented, takes initiative and ownership of projects
• Knowledge of Microsoft (word, excel, power point) and Google Office (docs, sheets, share drives/folders) suites

Preferred Qualifications:

• Four years or more demonstrated experience in event planning and execution.
• Experience planning award presentations.
• Experience in development or fundraising support.
• Experience with donor database platforms and/or CRM.

Additional Requirements:

• Working ability to perform tasks…