Careers

Title: Coordinator, Development

Department: Institutional Advancement Mgmt.

Duration: Indefinite

Employment Status: Full Time (40 hours/week)

Job Summary

Reporting to the Director of Engagement Events in the Office of Institutional Advancement, the Development Coordinator works closely with the Engagement Events team on event planning, preparation, and implementation, focusing primarily on administrative, data, and office tasks, while also contributing to the logistical planning and event execution. Responsibilities include processing and tracking event and financial paperwork; tracking and managing event guest and financial data; creating, maintaining, and organizing event documents and records; providing customer service and communicating with guests; securing event logistics for events and activities as assigned; managing set up for and clean-up from events; and creating and maintaining organized office spaces, office and event supplies. This position participates in the planning and implementation of events for Institutional Advancement, ranging from singular small and large events to highly active multi-event days/weekends. 

This position is represented for purposes of collective bargaining by SEIU.

Job Duties

• 30% - Administrative Support and Accounting and Budget Support: Complete timely credit card report forms and reimbursement forms and relevant receipts for the Engagement Events team. Use and track correct account numbers for a variety of event codes and expense codes, provide appropriate business purpose information for the team’s expenses, and work with members of the Engagement Events team to track and organize corresponding receipts for event, office, and travel expenses. Track each event’s budget and expenses, and multi-event budgets and expenses. Process, track, and follow up on all event/vendor contracts, work orders, invoices, check requests, and insurance requirements. Write accurate descriptions for contracts and work orders; review and update others’ descriptions for accuracy. Track progress and status for multiple vendors’ paperwork and/or payments at any given time. Track overall annual budgets and expenses in comparison to the finance office’s reports; analyze discrepancies, and follow-up to resolve differences. Provide budgetary analysis as assigned. Maintain organized electronic and hard file records for events, including records that are accessible in the shared drives throughout the planning stages, as well as archival records upon the budgetary and event conclusion of each event. This includes, but is not limited to event budgets and expenses, event timelines, event signage and collateral, event briefing documents and program-related documents, setup diagrams, and event vendor contracts and work orders, W9 forms, orders, and invoices. - (Essential)
• 30% - Event Preparation and Planning Logistics: Plan and coordinate events and activities as assigned, in accordance with specific event strategies and budgets, including but not limited to scouting and securing venues and vendors, reserving spaces, negotiating with vendors, and creating plans and submitting requests and work orders for catering services and menus, rentals and equipment, décor, parking, transportation, AV, power sources, music, entertainers, florists, security, rain/weather plans, other emergency plans, fire marshal and other permitting requirements, etc. Coordinate with off-campus venues and vendors, and on-campus venues and partners including but not limited to Hospitality Services and Catering, Master Calendar, Facilities, Campus Safety, Risk Management, General Counsel, ITS and Media Services, Marketing and Communications, the President’s Office, and other academic and non-academic departments. Coordinate with campus partners and vendors as needed, schedule meetings and update calendars, manage event details in spreadsheets and/or event platforms, and assist others on the Engagement Events team with these tasks. Collaborate with Engagement Events team, other IA colleagues, Marketing and Communications and other campus partners in developing event program flow, timing, and content/talking points and other logistics needed for smooth and impactful programs and event experiences. Communicate closely with relevant volunteers and campus partners, and coordinate and prepare all supplies and equipment needed at the event, such as AV equipment, appropriately sized printed remarks for the event site, water, gifts, etc. Review and proof-read various event orders, contracts, documents and spreadsheets to ensure accuracy of important details, and assist others on the Engagement Events team with these tasks as needed. Coordinate pre-assigned seating arrangements for events as needed, working closely with IA colleagues to maximize strategic opportunities at events and minimize repetitive seating from past events. Arrange staff, student and/or volunteer support for events as needed, and prepare clear communication and supplies for their assigned tasks. Prepare and circulate with appropriate colleagues, event partners, and/or event volunteers (Trustees, faculty, etc.) the appropriate event documents and other correspondence to ensure clear communication of important information, including but not limited to event strategy plan documents and briefing and program documents, timelines, checklists, setup diagrams/site plans, and meeting schedules and calendar planning. Arrange travel as needed for the Engagement Events team and other program partners. - (Essential)
• 25% - Customer Service, Donor Stewardship, Alumni & Parent Engagement, Communications, Data Entry, and Data Management: Monitor and respond promptly, professionally and proactively to inquiries and communications received via emails, phone calls, voice and other messages to the shared events accounts (email, phone, voicemail, database and event platforms such as Blackthorn, Paperless Post, etc.) from alumni, parents, donors and members of the Board of Trustees, copying the appropriate colleagues, and updating event documents and filing contact reports as appropriate. Monitor incoming RSVPs, and quickly and proactively enter/update and track all event RSVP responses; coordinate, supply, monitor or review all event data lists for event communications and database updates; and following events update all event attendee lists and any other needed metrics. Collaborate with the appropriate colleague(s) to create, organize and support the development of the data for custom invitation lists, with thorough attention to detail to ensure accuracy and clear communication/tracking related to changes. Provide check-in and other event support interactions with guests with an overall general understanding about the guests in attendance and a gracious and service-oriented demeanor. - (Essential)
• 5% - Event Implementation: Coordinate the operations and execution of events and activities as assigned to ensure safe, smooth and impactful events, and support others as needed. This includes but is not limited to overseeing/managing event setups and cleanups/strikes both independently and with vendors and/or co-workers, handling the assembly, setup and striking of event signage, putting event supplies in place for events and picking up event supplies from events, greeting and checking-in guests at events, carrying and moving event supplies, arranging for support from others to move event supplies when appropriate, driving a golf cart and/or other vehicles as needed for transporting supplies and/or transporting guests, and coordinating with campus partners and vendors for permit inspection requirements, equipment and décor setup, catering, AV, parking, security, etc. Support others on the Engagement Event team or from other departments with the above tasks as assigned. Provide clear direction and support to staff, students, faculty and volunteers who are assisting with or participating in events. Manage check-in at events, and manage the relevant changes to the event setup and/or program that are due to guest changes, such as pre-assigned seating arrangements, dietary or mobility needs, program remarks, etc. Work with the Director of Engagement Events as needed and with others as appropriate to manage and resolve with professionalism, clarity and diplomacy any issues that may arise. Manage event emergencies or changes as they arise with calm, confident and appropriate approaches to provide a positive and safe experience for guests. - (Essential)
• 5% - Office and Event Supplies and Event Collateral: Create and keep updated inventory and organization of a wide variety of office and event supplies; order additional office and event supplies as needed; organize, clean up, and move all supplies upon arrival and before and after each event. Carry and move event supplies, and arrange for support from others when appropriate, to ensure a seamless and successful event and a well-organized event space and office space. Learn the existing processes and proactively recommend and implement when possible alternative processes to efficiently expedite the ordering and organizing of office and event supplies. Merge and print name tags and place cards for events, create and print event signage of varying sizes for events, proof read and review all materials in advance of events, and assemble, prepare, and organize all printed materials and other event supplies (check-in supplies and other event supplies and documents) to have them ready, accurate, and well-organized in advance of events. Pack, ship, assemble/disassemble, carry and/or move items as needed. - (Essential)
• 5% - Post-Event Support: Schedule and participate in post-event meetings with the Director of Engagement Events and others when appropriate. Responsible for ensuring that post-event files, payments, budget and expense updates, event data and communications are finalized, sent and tracked. Proactively clean up, put away, move and organize, and re-inventory and re-order as needed all supplies after each event, to ensure well-organized event spaces, storage and office spaces. Prepare, compile, track, and/or analyze event and/or budgetary metrics. - (Essential)

Minimum Qualifications

• Bachelor’s degree in hospitality, project management, administration or other fields related to position responsibilities, or equivalent combination of education and related experience as administrative, budget, and vendor management support.
• Three years of progressively responsible experience in event planning and execution, fundraising, development, administration, or related activities.
• Ability to analyze, synthesize and organize data, and present findings in a comprehensible manner for different audiences.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Salesforce, Blackthorn, or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
• Strong commitment to a quality work product. Demonstrated ability to effectively communicate verbally, in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies. Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to work effectively and professionally across functions, disciplines, levels, and with diverse groups.
• Ability and willingness to work through occasional extreme weather conditions for prolonged periods, and to occasionally work long days, early mornings, and/or late nights with a good deal of standing and walking.

Preferred Qualifications

Experience working in a higher education and/or fundraising environment. Ability to drive various vehicles including golf cart, van, &/or other vehicles. A current CA driver’s license with two years driving experience. Experience working with confidential documents and sensitive information with discretion.

EXPECTED HIRING RANGE:  $24.00/hr - $26.00/hr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.  We also offer a generous compensation and benefits package.