Event Coordinator

Company: Washburn University Alumni Association and Foundation
Job Title: Event Coordinator
Job Classification:  Exempt, full-time
Work Schedule: Monday-Friday, between 8:00 a.m. – 5:00 p.m. (occasional evening and weekend hours)
Reporting Relationship:  Senior Director of Events and Engagement
Work Location: Onsite, Washburn University Foundation Building

Washburn University Alumni Association and Foundation is committed to building a community of support to continuously strengthen Washburn University and enhance the educational opportunities and experiences of our students. We build life-long partnerships with alumni and friends, and secure, invest, and steward private financial support.

Primary Accountability:
The Event Coordinator coordinates the Washburn University Alumni Association and Foundation’s (“Foundation”) alumni and donor events. The position will help plan and implement local and national events in an effort to increase participation and involvement among Washburn alumni, friends and students.

A significant responsibility of this position is event planning and coordination. The Alumni Association and Foundation hosts a variety of events that appeal to different constituencies in order to increase involvement and investment among Washburn alumni and friends. The Event Coordinator oversees existing events and programs and considers new engagement opportunities to enhance the alumni experience. Establishing and nurturing effective, collegial working relationships with co-workers, university partners and external contacts is paramount in the planning and execution of successful events and programs.

The Event Coordinator should be an enthusiastic professional who has a passion for working with people in order to provide outstanding customer service and build relationships with internal and external customers. They should be able to anticipate project needs, discern work priorities and meet deadlines with little supervision.

Major Duties:

• Develops, creates and implements engagement events to serve the interests of alumni and friends of the University and encourages their ongoing involvement in and support of Washburn University;
• Helps maintain a calendar of events to facilitate planning and scheduling for the Alumni Association;
• Identifies and coordinates all appropriate details for events and/or programs and ensures their success;
• Implements, attends, directs and oversees on-site needs for events and/or programs;
• Proposes ideas to improve the event planning and implementation process through review and analysis of previous events;
• Networks with University alumni as well as peers at other colleges and universities to identify ways to increase the success of alumni events. Determines additional events that may increase alumni participation and promote alumni membership. Recommends changes in current events as necessary;
• Assists with the logistics and preparation of materials for Alumni Board meetings in support of discussion items on meeting agendas. Attends Board meetings, serving as a resource and offering general assistance to board members;
• Identifies, modifies and extracts information from the Foundation database for analysis and reporting as required;
• Works with marketing and communications to write, plan and implement event and/or program communications;
• Responds to telephone and personal inquiries to extend good customer service and enhance customer relations; and
• Works on special projects and performs other duties as assigned.

Qualifications:

• Bachelor’s degree from an accredited college/university. Degree from Washburn University, preferred;
• Working knowledge and understanding of concepts, principles and practices of event planning;
• Work experience in constituent/member services, public relations, alumni relations or related field preferred;
• Ability to work with individuals diverse in age and background;
• Strong communication, interpersonal and customer service skills required;
• Detail oriented with outstanding organization and time management skills with the ability to manage and maintain multiple projects simultaneously;
• Creative and strategic-thinking abilities;
• Significant judgment and effective problem-solving skills required to recognize and deal effectively and appropriately with real and potential problem areas, including skill to determine the issues/problems that need to be brought to the attention of higher level staff and/or management;
• Superior writing and editing skills with demonstrated proficiency in verbal and written communication in English;
• Ability to gather and independently analyze data and generate reports;
• Desire to take initiative and coordinate processes;
• Professional attitude and the ability to maintain confidentiality;
• Demonstrated ability to work independently and as a team member;
• Intermediate skill level utilizing Microsoft Office programs;
• Familiarity with relational databases;
• Ability to work early days, evenings and weekends as required, as well as some overnight travel; and
• Reliable and predictable attendance.

Physical Demands:

• Ability to sit for extended periods of time;
• Ability to read computer screens and mail; and,
• Ability to unpack and move supplies up to 50 lbs.

Work Environment:

• Professional and deadline-oriented environment in an office setting; and
• Interaction with staff and customers.

Additional Duties:
Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

The Foundation does not discriminate in employment opportunities or practices on the basis of race, color, age, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, disability, genetic information, military status or membership in other protected groups. This policy governs all aspects of employment, including but not limited to selection, job assignment, compensation, discipline, termination, and access to benefits and training.

To apply submit your resume, cover letter, and three professional references.