Coordinator, Event Operations

Description

The OSU Foundation leads fundraising and alumni engagement efforts for Oregon State University. The Foundation's Marketing and Communications team creates experiences, tells stories and builds communities that inspire alumni, donors and friends to join OSU in making the world a better place. Part of the Marketing and Communications team, the Events team supports the planning, coordination and execution of a wide range of event experiences that engage OSU alumni, donors, faculty and staff, friends and other groups.

Reporting to the Director of Events, the Coordinator provides administrative and operational support that helps the central Events team execute events with consistency, accuracy and strong customer service. The Coordinator assists with budgeting, briefing materials, CRM data, event calendars, vendor files, project tracking and onsite event support. The Coordinator uses technology tools, including AI where appropriate, to help streamline workflows, organize information, prepare accurate materials and support continuous improvement. This position works collaboratively with colleagues, donors, vendors and campus partners to support successful event experiences. The accountabilities for this position are detailed below.

Key Partners - The key working relationships for this position include:

• Alumni and donors who inquire about and attend OSU Foundation events
• Development officers and members of the Foundation and university teams, who rely on clear communication about event logistics and information to support their work with alumni and donors
• Technology & Innovation teams for data, reporting and briefing information
• Finance teams for budget tracking, reconciliation and vendor payment
• Event vendors and venues

Measures of Success

The Coordinator plays an important role in helping to realize the Marketing and Communication team's vision of creating an environment where all OSU alumni and friends are driven to connect with the university to be part of something bigger than themselves and to advance the promise of OSU's teaching, research and outreach mission. Specifically:

• Accurate guest lists, RSVP records, attendance tracking and biographical data maintained in the organization's master database
• Event budgets tracked, reconciled and reported in a timely and accurate manner
• Professionally prepared briefing materials completed according to established timelines and templates
• Effective use of templates, shared tools and technology to support consistent event operations
• AI and other technology tools used appropriately to organize information, improve efficiency and assist with data review
• Timely project updates, reminders and calendar information maintained for the Events team
• Positive event experiences reported by internal and external stakeholders

Major Duties

Operations and Reporting - Support event operations processes and tools; assist the Director of Events with maintaining shared standards, templates and tools used by event planners across the organization; prepare and update event reports and tracking documents; participate in cross-functional discussions on data, technology and process improvement as assigned.

Budget - Track budgets and expenditures for events the team leads; process vendor invoices and contracts; reconcile credit cards; prepare budget updates for review by event leads and the Director of Events; identify and communicate potential budget questions or issues in a timely manner.

Briefing Process - Coordinate the briefing process used across the team for senior leaders and development staff attending events; draft and prepare briefing documents using established templates and timelines; gather information from research colleagues and event leads; help ensure briefing materials are accurate, complete and delivered on time.

List Management - Support CRM list generation and event-related reporting for the Events team; pull lists and request reports; organize, format and review data, including the use of AI tools where appropriate, to support mail merges, RSVP tracking and distribution; assist colleagues with established event-related reporting and data processes.

Data Management - Coordinate RSVP tracking and event participation coding; update the CRM with biographical data collected through the event process; maintain accurate guest lists and attendance data; use AI and other technology tools to help clean, match and organize data more efficiently.

Onsite Event Support - Provide onsite event support, including set-up and takedown, registration table support and guest services.

Customer Service - Serve as a point of contact for donors interested in or registered for events, and for internal colleagues and vendors, providing courteous and timely support by phone, email and in person; maintain a professional and service-oriented presence when interacting with alumni, donors, colleagues and guests.

Debrief - Support the event debrief process, including post-event surveys and internal feedback; use AI and other analytical tools to help summarize findings and prepare information for review by the Director of Events.

Project Management - Maintain the Events team's Asana workspace; set up new event projects; send reminders; update task information; and alert event leads to approaching deadlines or potential risks.

Collaboration and Coordination - Maintain the organization's central events calendar; place calendar holds for upcoming events; assist in drafting weekly and monthly event updates for review and distribution by the Director; maintain and share resources used by event planners across the organization.

Process Improvement - Identify opportunities to improve event operations, data tracking and administrative workflows; research best practices as requested; use AI and other technology tools to support efficiency; and assist with implementing approved process improvements.

Event Leadership & Support - Serve as a lead administrative resource for Events student employees and staff supporting Foundation-hosted events; coordinate assignments, provide day-to-day guidance, and assist with training and communication to promote a seamless and successful event experience.

Vendor and Inventory Management - Maintain the Events team's vendor files; track inventory of event supplies, speaker and attendee gifts and materials; and coordinate renewal or procurement of items as needed.

Perform other duties as assigned for the Events team and the larger Marketing and Communications team.

Required Knowledge, Skills and Abilities

Working knowledge or understanding of:

• Microsoft Office products, especially Outlook, Excel and Word, including complex formulas, data manipulation and mail merges with complex variable data
• Customer Relationship Management (CRM) databases, including superuser-level list generation and data hygiene practices
• Event and project management software, such as Asana
• Budget development, tracking and reconciliation practices
• AI and other technology tools that can be applied to streamline workflows and analyze data
• Best practices in event operations and process design

Proven skill in:

• Tracking budgets for multiple concurrent, deadline-driven events or projects
• Written and verbal communication for internal and external audiences
• Organizing, prioritizing and completing multiple deadline-driven projects
• Using technology tools, including AI where appropriate, to organize data and support administrative work
• Managing multiple tasks while meeting deadlines and maintaining a customer-first attitude
• Proofreading and maintaining accurate documents, spreadsheets and lists

Demonstrated ability to:

• Exercise sound judgment and discretion in carrying out event operations and administrative responsibilities
• Work collaboratively with colleagues across teams
• Work independently in a fast-paced, deadline-driven environment while seeking guidance when appropriate
• Maintain the highest level of discretion and confidentiality, particularly with donor and briefing information
• Learn and use new software, databases, AI tools and digital technologies
• Extend exceptional and courteous customer service to all internal and external constituents
• Handle interpersonal relationships maturely, thoughtfully and empathetically, including the ability to work with individuals from diverse backgrounds

Education and Experience:

Bachelor's degree and at least three years of experience in event operations, administrative support or a related field, with experience in budget tracking, CRM database use, project coordination and supporting process improvements. Candidates must possess a valid driver's license and must be able to travel by varying modes of transportation for frequent off-site events during evenings and weekends, including all home OSU football games.

Important Organizational Notes:


Adherence to a professional code of conduct is essential at all times, ensuring the highest standards of integrity, respect, and ethical behavior in all interactions and responsibilities. Adherence to the Core Values is vital to success.

Classification: Non-Exempt

Oregon State University Foundation Core Values

• Collaborative: We convene our partners to achieve solutions.
• Productive: We get the right things done.
• Respectful: We treat one another with dignity and civility.
• Bold: We aspire to transform.
• Inclusive: We nurture a culture of belonging.
• Creative: We color outside the lines.

What We Offer:

Compensation: Annual salary starting at $47,500


Comprehensive Benefits: a comprehensive total compensation package, which includes:

• A monthly employer contribution towards benefits
• A monthly employer match for a health savings account
• An impressive 17% employer contribution to retirement plan (based on qualified earnings)
• A generous Paid Time Off (PTO) program
• Two exceptional employee discount programs

Professional Growth: At OSU Foundation, we believe in investing in our employees' development. We provide ongoing training and opportunities for advancement.


Innovative Work Environment: Join a team of talented professionals in a stimulating and collaborative work atmosphere

Work Location

The work location for this position is the OSU Foundation's Corvallis, Oregon, office.

The Foundation offers a program called Core Work Days, a hybrid approach combining remote and in-office work days. Foundation employees are in office on Tuesday, Wednesday and Thursday, and work remotely, if preferred, on Monday and Friday. Note that the nature of this position's duties will require occasional in-office work on Mondays and Fridays to prepare event materials.