What are the responsibilities and job description for the Special Events Coordinator position at University of Maryland Medical System?
Job Requirements
Plans, coordinates, and executes events, including but not limited to proprietary fundraising events, donor cultivation and stewardship activities, ribbon-cutting ceremonies, and assigned internal events. Manages and supports event committees, recruits and oversees event volunteers, and serves as the primary liaison with vendors, including venues and décor providers. Develops and manages event budgets and ensuring cost-effective delivery. Maintains event databases and management platforms to support planning, tracking, and reporting activities. Collaborates closely with the foundation team.
Primary Responsibilities
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job responsibilities performed.
Work Experience
Plans, coordinates, and executes events, including but not limited to proprietary fundraising events, donor cultivation and stewardship activities, ribbon-cutting ceremonies, and assigned internal events. Manages and supports event committees, recruits and oversees event volunteers, and serves as the primary liaison with vendors, including venues and décor providers. Develops and manages event budgets and ensuring cost-effective delivery. Maintains event databases and management platforms to support planning, tracking, and reporting activities. Collaborates closely with the foundation team.
Primary Responsibilities
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job responsibilities performed.
- Partners with the leader to develop event strategies, goals, and success metrics.
- Develops, manages, and monitors event budgets, ensuring cost-effective execution.
- Creates and maintains detailed event planning timelines; ensures adherence to key milestones and deadlines.
- Manage event platforms and databases to support registration, tracking, and reporting.
- Coordinates with internal and external stakeholders on event communications, including messaging, creative/design, scripts, video content, and social media promotion.
- Recruit, train, and manage event volunteers and committees; ensures members meet responsibilities and deadlines. Collaborates with event chair(s) on strategy development, goal setting, and committee engagement.
- Supports sponsorship tracking and fulfillment in partnership with the Foundation team, including guest lists, logo usage, and payment status.
- Negotiates contracts and serves as the primary point of contact for all event vendors (e.g., venue, catering, décor, AV).
- Leads on-site event execution, including volunteer coordination, setup, event flow management, and breakdown.
- Perform all other duties as assigned.
Work Experience
- Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, Nonprofit Management, or a related field OR equivalent combination of education and relevant experience.
- Three (3) years of previous experience in event planning, coordination, or management
- Experience working with vendors, volunteers, and cross-functional teams
- Familiarity with event management platforms and/or CRM databases (e.g., Raiser’s Edge, Cvent, or similar)
- Experience in a nonprofit, fundraising, or development environment
- Experience supporting fundraising events and donor engagement activities
- Experience working with event committees, boards, or volunteer groups
- Strong project management skills, including budget oversight experience
- Experience with sponsorship tracking and fulfillment
- Professional certification in event planning (e.g., Certified Meeting Professional [CMP])