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
Excellent organizational, project and time management, problem-solving and client service skills
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)
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 (AudienceView a plus)
Professional experience utilizing DMS
Proven ability to work with volunteers, donors, and vendors
Demonstrated strong interpersonal and communication skills, both oral and written
About the Job
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.
Manage the coordination of projects and tasks in support of cultivation, stewardship, and other UMF events as assigned.
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.
- 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 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
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.
Partner with events team, organizational partners, vendors, and community partners to advance UMF’s mission.
**Attend assigned events and provide on-site event coordination, including evenings and weekends
- 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.
About the Department
The University of Minnesota Foundation (UMF) is a key partner with the University in building and sustaining excellence among students and faculty, and fueling discovery in important areas on all University of Minnesota campuses. UMF accomplishes this by raising and managing gifts from individuals and organizations. Through collaboration with University leaders and development officers from all campuses, colleges, and programs, UMF staff ensure that fundraising activities are consistent with the University’s highest priorities and the donor’s philanthropic intentions.
How To Apply
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.
Additional documents may be attached after application by accessing your "My Activities" page and uploading documents there.
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.
Background Check Information
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
About the U of M
The University of Minnesota, Twin Cities (UMTC)
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.