Event Coordinator

University Staff

Description

University of Colorado Anschutz Medical Campus

Department : Office of Advancement

Job Title : Event Coordinator

Position # : 828125 - Requisition # : 35122

Job Summary : Position Emphasis :

Position Emphasis :

Jobs in this career family involve building relationships with external parties for the purposes of information sharing and facilitation of strategic partnerships.

Functions include government relations, benefactor, commercial business relations, non-profit relations, and event planning / management.

Examples of Work Performed :

Event Logistics - 50%

• Serve as project lead for stewardship and cultivation events for the Philanthropic Implementation and Engagement team consisting of up to 25-30 events a year.
• Manage all aspects of assigned events, including venue research and contracting, production of all materials for the event (including content creation and design input), management of invite lists and RSVP's (that could include online registration system and acceptance of payments in accordance with fiscal policies management of on-site production of the event and post event details, and nametags.
• Manage vendor relationships; including negotiation of contracts with vendors, management of vendor relationships beyond contract completion, coordination and maintaining of healthy working relationships with vendors including, but not limited to : caterers, florists, event rentals, print shops, parking, community members, and department / unit representatives.
• Serve as lead for event volunteers, including coordination and management of event volunteers (including training), development of briefing materials for leadership and analysis of the success of the event.
• Manage a budget for each event, including setting the budget and tracking and reconciling event expenses.

Event Process - 20%

• Manage the event process for development events, both signature and non-signature, including launch meetings, event update meetings, and tracking success metrics.
• Research and implement best practices on how to run the event effectively.
• Partner with the Senior Event Coordinator and Development Associate to support successful execution of events.
• Gather event information internally, participate in event brainstorming and evaluate if the event should move forward in the planning process.
• Provide proactive event updates to manager and campus partners (Both staff and external individuals) before, during and after events.

Event Sponsorships - 25%

• Assist in development and implementation of an overarching sponsorship strategy for the Office of Advancement that aligns with the organization's events, programs, and priorities.
• Assist in the development and execution of annual planning and strategy for specific identified events including Identify, solicit, and secure sponsorships from organizations, individuals, and other potential sponsors.
• In collaboration with campus partners support the development of sponsorship packages and proposals that effectively communicate the value proposition to potential sponsors.
• Work closely with marketing and communications teams to ensure sponsors receive promised recognition and exposure as well as identify and outline additional stewardship opportunities for further engagement.

General Duties - 5%

• Serve as a member of Office of Advancement, including supporting team projects when needed.
• Support development events in the Office of Advancement when needed, mostly day of support.
• Other duties as assigned.

Condition of Employment :

Ability to work nights and weekends as needed per event schedule

Work Location :

Hybrid - this role is eligible for a hybrid schedule of #1-3 days per week on campus and as needed for in-person meetings.

Why Join Us :

Philanthropy brings people together; it's a driving force in accelerating the pace of discovery, attracting and retaining excellent students and faculty, and delivering world-class prevention and care.

At the Office of Advancement at the University of Colorado Anschutz Medical Campus, we put our passions to work.

We have the privilege to collaborate with people who want to make a difference in the world - people who want to make an impact on humanity that may be felt long after they have passed.

Our office exists to ensure stakeholders within and outside the university know, value, and support the important work being done on this academic medical campus.

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including :

• Medical : Multiple plan options
• Dental : Multiple plan options
• Additional Insurance : Disability, Life, Vision
• Retirement 401(a) Plan : Employer contributes 10% of your gross pay
• Paid Time Off : Accruals over the year
• Vacation Days : 22 / year (maximum accrual 352 hours)
• Sick Days : 15 / year (unlimited maximum accrual)
• Holiday Days : 10 / year
• Tuition Benefit : Employees have access to this benefit on all CU campuses
• ECO Pass : Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage .

Diversity and Equity :

The University of Colorado Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff.

The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnically minoritized individuals, persons with disabilities, persons within the LGBTQ+ community and all veterans.

In addition, the Anschutz Campus has also been recognized as an Age-Friendly University. The University of Colorado is committed to diversity and equality in education and employment.

Qualifications :

Minimum Qualifications :

A bachelor's degree from an accredited institution and 1 year of professional level experience in event planning and / or event support.

A combination of education and related technical / paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications :

• 2-4 years of professional level experience in event planning and / or event support.
• Experience planning high profile events focused on cultivation and stewardship and ranging in size from 5-500+ attendees.
• Experience soliciting sponsorships or philanthropic gifts, fulfilling sponsorship benefits and working with volunteer board members on fundraising events.
• Experience working in education, development, non-profit and / or healthcare industries.
• Experience with online event registration including ticketed events.

Knowledge, Skills and Abilities :

• Ability to communicate effectively, both in writing and orally.
• Ability to work on a team and independently.
• Excellent organizational and task management skills
• Ability to exercise polite persistence to move projects and events forward.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Demonstrated ability to project manage.
• Outstanding customer service skills.
• Demonstrated commitment and leadership ability to advance diversity and inclusion.
• Ability to manage all aspects of event planning and related finances,
• Ability to track and manipulate event data
• Ability to work nights and weekends as needed per event schedule

How to Apply :

For full consideration, please submit the following document(s) :

A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the positio )

Curriculum vitae / Resume

Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to : Shannon Palombi, [email protected]

Screening of Applications Begins :

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by October 29, 2024 .

Those who do not apply by this date may or may not be considered.

Anticipated Pay Range :

The starting salary range ( or hiring range ) for this position has been established as ($64,000-$68,000) .

The above salary range ( or hiring range ) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator : http : / / www.cu.edu / node / 153125

ADA Statement :

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process.

To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.

[email protected] .

Background Check Statement :

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors.

To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement :

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases . If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively.

In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program .

Application Materials Required : Cover Letter, Resume / CV, List of References

Job Category

External Relations

Primary Location

Hybrid

Department : U0001 Anschutz Med Campus or Denver - 21560 - ADM-CHAN Advancement Anschutz

Schedule

Full-time

Posting Date

Oct 8, 2024

Unposting Date

Ongoing

Posting Contact Name : Shannon Palombi

Posting Contact Email : [email protected]

Position Number : 00828125