The Event Coordinator provides logistical planning and coordination support for the growing University of Minnesota Foundation (UMF) Events Department, which produces more than 200 events annually. Position manages strategies, logistics, budgets and execution for events supporting the Foundation's fundraising objectives as well as the cultivation and stewardship of donors.
50%—Event Coordination Manage the coordination of projects and tasks in support of cultivation, stewardship, and other UMF events as assigned. • Collaborate with UMF staff to establish and execute plans for assigned events, from the formulation of strategic plans through logistical execution. • Propose strategies and tactics for each assigned event. Depending on the event, this responsibility may include: defining the experience for guests through program development; determining communication approaches and techniques; overseeing event design (décor, entertainment, and menu elements); collaborating with vendors and UMF marketing and communications staff to coordinate event audiovisuals and speaking program. • Manage the coordination of projects related to all aspects of assigned events, which may include assembling and managing the project team and related deadlines; invitation development and mailing; event presenter coordination and communication; execution of communication/marketing plans; selection, negotiation, and management of vendors; and providing all guest services—from invitation and RSVPs to post-event evaluation. o Organize assigned event budgets and analyze expenses for future events: evaluating and securing venues, accommodations, catering, services, rates and contracts; developing expense forecasts; and coordinating payment of invoices. o Coordinate staff and volunteer(s) for assigned events. Solicit staff and volunteer participation, develop and execute event-related training, and ensure accurate and complete execution of all event logistics. o Prepare work plan, timelines, reports, and other required information as appropriate. o Create, proof for accuracy, print and assemble guest materials—nametags, event programs, confirmation packets, invitations, etc. • Create and distribute briefing packets to UMF and U of M leadership for each event (includes scripts, agendas, event descriptions, guest lists, travel arrangements) • Create PowerPoint presentations with multimedia and complex content design • Liaison with President’s Office to coordinate event logistics • Review and/or write event materials, researching content and completing editing • Coordinate online registration for all events • Coordinate and track RSVPs for all events and prepare RSVP reports
35%—Project Management Manage projects and associated tasks to support stewardship and cultivation as assigned. • Manage event projects: develop and execute strategy for assigned projects including logistics, print collateral, and on-site management of staff/volunteers for required technologies, policies, and procedures. • Detail management: manage event details as needed--overseeing or executing data entry, name tag development, reviewing plans and lists for accuracy, and other event-specific details including fielding, coordinating, and trafficking requests.
15%—Relationship Management Partner with events team, organizational partners, vendors, and community partners to advance UMF’s mission. • Manage relationships associated with events and event projects. • Establish relationships with internal partners to facilitate efficient event execution. • Provide event consultation and customer service for UMF, collegiate, and external (community partners) clients seeking event support. • Manage vendor relationships, communication, and contracts • Manage and update online event calendar.
**Attend assigned events and provide on-site event coordination, including evenings and weekends
Bachelor’s degree in Communications, Marketing, Public Relations or related field, or a combination of education and related experience totaling a minimum of five years
Minimum one year previous experience in coordinating events or Marketing/Public Relations related project management (managing projects with high attention to detail, time sensitivity, internal and external customers, triaging, development and implementation).
Professional experience utilizing tracking software or databases for data entry, reporting, and analysis
Professional experience using advanced features of Microsoft Office (Word—mail merge, tables, hyperlinks; Excel—designing worksheets/charts and linking worksheets; PowerPoint—designing and building custom slides/templates, incorporating sound/video clips, packaging and running presentations)
Excellent organizational, project and time management, problem-solving and client service skills
On event days: ability to spend 10+ hours engaging in physical activity, including lifting and moving boxes and items (up to approx. 45 pounds) from storage to venue; setting up registration tables, auction displays and signage; setting and decorating tables; greeting and assisting guests at registration; disassembling and packing event materials
Ability to handle multiple tasks and work independently, using initiative to overcome obstacles and complete tasks accurately and on deadline
Experience in an academic, fundraising, marketing, or nonprofit environment
Professional experience with online event registration platforms
Professional experience utilizing DMS
Proven ability to work with volunteers, donors, and vendors
Demonstrated strong interpersonal and communication skills, both oral and written
Internal Number: 326964
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.