Event Coordinator

The Event Coordinator provides support and logistical planning for the University of Minnesota Foundation (UMF) Events and Creative Department, which produces more than 225 stewardship, cultivation, and pipeline events annually. Position implements and coordinates general operations of event strategies, logistics, expense tracking, and execution for events supporting the Foundation's fundraising objectives.

Hybrid Work Model:

The University of Minnesota Foundation (UMF) operates under a hybrid work model, with the expectation that all staff be onsite at least 2-3 times per week. Our office is located in McNamara Alumni Center on the East Bank of the University of Minnesota - Twin Cities campus.

Responsibilities:

Event Support (100%)

• Supports projects with high attention to detail, time sensitivity, internal and/or external customers, including triaging, developing, and implementing key elements
• Coordinates and executes logistical workflow for assigned projects based on established procedures and guidelines
• Collaborates with internal and/or external partners to move projects forward and ensure thorough communication of event details and resources
• Anticipates common needs and takes appropriate initiative to promote a smooth planning process and guest experience
• Professionally interfaces with leaders and donors on the phone, in-person, and by email
• Proactively tracks critical facets of each event and provides needed updates to manager, project team, and other necessary parties
• Adheres to timelines, manages own time accordingly, and can juggle competing priorities and deadlines
• Manages details including: online registration, RSVPs, data entry, etc. accurately and consistently
• Creates, proofs for accuracy, prints, and assembles event materials such as nametags, programs, digital assets, confirmation packets, invitations, PPT presentations, etc.
• Drafts, manages review process, and distributes briefing materials to UMF and U of M leaders
• Solicits and coordinates event staffing, develops and executes event-related training, and ensures accurate and complete execution of all event logistics
• Responsible for event day preparation, packing, set-up, execution, and clean-up
• Prepares budget and financial reports - coordinates, tracks, and records invoices and vendor payments
• Researches, identifies, and recommends vendors, and conducts additional event related research as assigned
• Provides event consultation and customer service for UMF, collegiate, and external (community partners) clients seeking event support
• Provides work direction to student interns
• Works assigned events, providing on-site event coordination and support, including evenings and weekends.

Demonstrate commitment to valuing diversity and contributing to an equitable and inclusive working and learning environment (exhibit 100% of the time)

• Continuous learning in diversity, equity and inclusion for oneself and team via training, podcasts, articles, etc.
• Seek to explore and understand cultural differences and create a culture of belonging.
• Develop and employ anti-racist practices and principles to accomplish work.
• Advocate for employees of all ethnicities, genders, ages and backgrounds
• Cultivate and develop inclusive and equitable working relationships with employees, colleagues, stakeholders, etc.

Required Qualifications:

• Bachelor's degree in Communications, Marketing, Public Relations, Business, or related field; OR a combination of education and experience as listed totaling a minimum of four years
• Experience utilizing tracking software or databases for data entry, reporting, and analysis
• Excellent organization, project and time management, problem-solving and client service skills
• Demonstrated experience using 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)
• Ability to handle multiple tasks using initiative to overcome obstacles and complete tasks accurately and on deadline
• Demonstrates resilience and grace under pressure
• Capable of quick and logical problem solving
• Ability to accept and harness constructive feedback

Preferred Qualifications:

• Experience in the events, hospitality/service industry or Marketing/Public Relations related project management
• Experience in an academic, fundraising, marketing, or nonprofit environment
• Working knowledge of online event registration
• Exposure to donor management system platforms
• Proven ability to work successfully with a large team, donors, and vendors
• Demonstrated strong interpersonal and communication skills, both oral and written
• Working knowledge of virtual event production

American with Disabilities Act (ADA) Requirements:

• Office environment including standing and sitting at desk, use of computer, occasional lifting of approximately 10#.
• 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, displays and signage; setting and decorating tables; greeting and assisting guests at registration; disassembling and packing event materials

At the University of Minnesota Foundation (UMF), our mission is to connect passion with possibility, inspire generosity, and support greatness at the University of Minnesota by placing donors at the heart of everything we do and every decision we make. UMF is a nonprofit organization responsible for raising and managing gifts to the University of Minnesota.

For more information about UMF, please visit https://give.umn.edu/about/about-umf.

Pay Range: $52,000- 57,000; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

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 Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

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

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.

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.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).