Coordinator of University Advancement Events, Operations

Coordinator of University Advancement Events, Operations

Tallahassee, FL

Department

• Alumni Affairs
• FSU Division of University Advancement

Florida State University is currently in the leadership phase of a comprehensive campaign. As the leadership phase of the campaign begins, the Division of University Advancement is accelerating the hiring of additional advancement services professionals’ campus-wide and is excited to build out its team. For Advancement professionals who are interested in being a part of a comprehensive campaign from the beginning for their career development, the timing is ideal to join our team.

• Updates and maintains an accurate accounting of events within the defined portfolio in the donor database, ensuring that attendance is adequately kept. Generates reports of RSVP’s and shares with internal stakeholders as necessary.
• Maintains both internal and external event calendars, ensuring that details are reflected on the website, internal stakeholders, and staff calendars.
• Maintains digital event files and event planning software.
• Coordinates post-event data collection; sending, evaluating and communicating post-engagement surveys; providing timely reports of event ROI.
• Coordinates event operation logistics for all signature and regional events as directed, including, but not limited to, digital binders, nametags, parking and transportation reservations, event packing and unpacking.
• Maintains and procures all event supplies, including speaker and event attendee gifts.
• In conjunction with the assistant director, coordinates and supports the planning of all division Advancement Breakfast monthly quarterly all division staff meetings; holiday and special purpose gatherings as directed.
• Assists with attendee and constituent stewardship related to special events.
• Maintains vendor matrix and vendor relationships.
• Assists with the development of Presidential briefing documents.
• Contributes to the efficiency of existing Special Events processes and procedures to enhance team productivity in collaboration with the assistant director. Coordinates audits and updates to the event planning templates and protocol.
• Assists the department with budget management by updating budget finance documents, compiling invoices for disbursement and ensuring vendors are paid in a timely manner, in collaboration with the Alumni Engagement Operations team.
• Actively research industry standards and best practices to bring forward to leadership.
• Supports the constituent check-in experience, ensuring that guests have the appropriate name identifiers, seating assignments and feel welcomed upon entry.
• Provide on-site assistance at events, working evenings and weekends as necessary; some travel may be required.
• Other job duties as assigned

A Bachelor's degree and two years of experience; or a high school diploma or equivalent and six years of experience. (

Note:

a combination of post high school education and experience equal to six years.)

• Valid State of Florida or Georgia driver's license or the ability to obtain upon hire
• Must be able to work evenings and weekends

FSU is an Equal Employment Opportunity Employer.