Coordinator Advancement Events - University Advancement

TITLE

Coordinator, Advancement Events

JOB SUMMARY 

Under the direction of the Advancement Events Manager, this position will assist in the planning and implementation of events for University Advancement, Jane Nelson Institute for Women’s Leadership and other ad hoc events and functions that are highly visible or primary public facing.  This individual will help to ensure that high standards are met, and campus-wide priorities are reflected in the planning and presentation of these events. The incumbent will be interacting with diverse and distinguished guests including current and prospective donors, board members, community members, dignitaries, faculty and staff. Work is performed under general supervision and performance evaluation is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures. 

ORGANIZATIONAL RELATIONSHIPS

Reports to:      Manager, Advancement Events 

Supervises:     No supervisory responsibility 

ESSENTIAL DUTIES - May include, but not limited to the following:

• Supports Manager of Advancement Events in the planning and execution of high-quality occasions and ceremonies that advance campus priorities related to fundraising and alumni engagement, and provide the platform for recognition of distinguished accomplishments or guests. Supports manager in event program development.
• Supports the planning and execution of all details for assigned events, with emphasis on high standards for customer relations, attention to detail, protocol and etiquette.
• Assists in design and content for event-related invitations, programs and correspondence.
• Assists in researching internal and external venues, catering menu inspiration and other event options and/or needs. Assists manager with event setup/teardown tasks.
• Assists in coordination of campus photographer, social media coordinator and other internal departments to promote events.
• Assists in maintaining Special Events calendar to ensure awareness of internal and external events for University Advancement, Jane Nelson Institute for Women’s Leadership and other high-level events across campuses.
• Develops productive working relationships with campus counterparts and community resources.
• Supports manager with post-event wrap up tasks including budget completion, storage of supplies and event surveys. Ensures implementation of events objectives in compliance with university policies and procedures.
• Assists in procurement and payment processes for events ensuring each vendor meets university policy and procedural requirements.

ADDITIONAL DUTIES

• Performs other duties as requested.

EDUCATION 

Bachelor’s degree or an equivalent of experience and education.

EXPERIENCE

Two years of experience in high-end event planning and execution, preferably in higher education.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.  

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Knowledge of advanced applications for complex data management systems for higher education environment. Knowledge of Raisers Edge products or other CRM is not required but preferred. 
• Proficient knowledge of Microsoft Office. 
• Ability to establish and maintain effective work relationships with students, faculty, staff and public.
• Ability to meet deadlines and handle multiple tasks simultaneously. Ability to provide attention to detail.
• Ability to organize work effectively, conceptualize and prioritize objective and exercise independent judgment based on an understanding of organizational policies and activities.
• Ability to integrate resources, policies and information for the determination of procedures, solutions and other outcomes.
• Ability to communicate effectively; orally, by phone, in person and in writing. Ability to represent the departments and University in a friendly, courteous and professional manner.
• Ability to work a flexible schedule.
• Ability to use a personal computer and other office equipment, including related university software and email. 

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel. The employee is required to work evenings and weekends as necessary. 

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment. 

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Texas Woman’s University strives to provide an educational environment that affirms the rights and dignity of each individual, fosters diversity, and encourages a respect for the differences among persons. Discrimination or harassment of any kind is considered inappropriate.

Texas Woman’s University is committed to equal opportunity in employment and education and does not discriminate on the basis of race, color, religion, gender, sex, sexual orientation, ethnic origin, age, veteran’s status, or against qualified disabled persons.

All positions at Texas Woman’s University are deemed security sensitive requiring background checks.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government.  For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.