Posting Title

Overview

The position will support and assist the Director of Advancement Events with the administrative coordination and management of the division’s highest priority signature events that celebrate donors. Those events, both on and off campus, could include: Cardinal Weekend, Gratus, the annual Scholar/Donor Dinner, and a series of campaign related events organized throughout the United States.

The Coordinator will support the management of multiple aspects of events/programs as assigned, in conjunction with the Director and Assistant Director, including invitations, registration, promotion, vendor payments and budget management. The Coordinator will provide administrative support to the office, and effectively contribute to pre-event, on-site, and post-event planning and execution working in concert with the Director and Assistant Director or “Clients”. Position may require travel throughout the United States once a month or less. 

The Events Coordinator works with the Director of Advancement Events to develop, support, and maintain events, activities and engagement to secure philanthropic support for Catholic University and the campaign. Primary responsibilities include providing administrative support to the Event Director and supporting all aspects of Event Planning, including but not limited to promotion, registration, budget management, and vendor payment. 

The Coordinator also supports preparation and logistics for various travel and other event planning activities. Given the extensive external contact including alumni and parent volunteers, donors, and university officials, this position requires strong interpersonal skills with attention to detail and accuracy; excellent communications skills; and complete discretion regarding the handling of confidential data. 

Responsibilities

• Provides administrative support to the Director and Assistant Director of Advancement Events, including scheduling, correspondence, travel, expense reimbursements, and other administrative tasks as determined.

• Supports all aspects of procurement, cardinal financials/contracts, and budget administration. Proactively communicate with colleagues across the unit and the University to manage financial processes. Triage and escalate issues as necessary. Independently troubleshoots and triages issues.

• Utilizes systems and reports both within the donor database and that link to the database that enable accurate tracking of prospect activity (done in coordination with Advancement Services), with an emphasis on tracking annual fund and major giving support for the school and providing data that helps school-based officers manage their portfolios in support of campaign funding priorities.

• Serves in a planning, organizing, and execution role for signature events, including – Cardinal Weekend, Gratus, the scholar/donor dinner and other campaign events, and a series of campaign related events organized throughout the United States

• Supports all aspects of the registration process– from creation of registration pages, tracking RSVPs in AlumnIQ and preparation of name tags, and communicates with registered guests, as needed. Works closely with colleagues in Advancement Services to carry out aforementioned duties.

• Supports the Director and Assistant Director in tracking the Events budget, organizes payments to vendors for event expenses.

• Provides design and layout assistance, including but not limited to the creation of invitations, menus, and presentation templates as needed, in conjunction with the Events Director and Assistant Director and Advancement Communications team

• Requests financial reports, constituent action reports, and other queries from the donor database as needed.

• Supports the Division of University Advancement in achieving its strategic and fundraising goals, through positive and productive interaction and collaboration with all departmental staff, University liaisons, and external constituents.

Qualifications

Bachelor’s Degree with one (1) to three (3) years of fundraising, communications, and or administrative experience (or transferable skills/experience) working in a nonprofit or higher education development setting. Work requires excellent problem solving and organizational skills; ability to handle multiple projects and consistently meet deadlines; excellent communication skills including in person, over the phone, and through written correspondence; a motivated individual with a desire to learn; the ability to work under pressure with minimal supervision; the willingness to work some evenings, weekend, and be flexible with hours as required by the position. Strong interpersonal skills, self-awareness and emotional intelligence. A high regard for confidentiality and sensitivity in dealing with volunteers, donors, and colleagues in a professional, complex environment. Must have experience and comfort level with using a database, proficiency in Microsoft Office (Word, Excel, PowerPoint).

College/University Advancement or development office experience; executive

travel management preferred; experience with Raiser’s Edge, web design interface tools (iModules, WordPress, or similar), basic graphic design or desktop publishing experience, and prior experience with board report preparation is also a plus.