Adv & Events Specialist

CLA Advancement & Events Specialist

Job Code: 8421EV CO Pro 1-Event Mgmt

Supervisor:
Director, Alumni Experiences & College Events

Time Appointment: 100% Appointment

The Advancement and Events Specialist provides planning and logistical support for events and experiences for College of Liberal Arts donors, alumni, and the College community and supports the cultivation and stewardship of donors. They create and maintain high-quality events that present a compelling image of the people, activities, and learning environments of the college and support high-priority CLA objectives. They support the growth and sustainability of the stewardship program and are focused on creating an excellent donor experience through implementing stewardship best practices and supporting stewardship and advancement projects as assigned.

Flexible hybrid; at least 2 days in the office each week in addition to events. Our office is located in Johnston Hall, on the East Bank of the University of Minnesota – Twin Cities campus.

Event Planning & Support (70%)

• Plan and execute internal events for faculty and staff, such as award presentations, academic year kickoff events, and faculty emeriti dinners, under direction from the Director of Alumni Experiences & College Events.
• Project manage event logistics: scheduling rooms, arranging virtual platforms, ordering supplies and catering, liaising with venue staff, audiovisual and technology specialists.
• Establish and execute work plans, timelines, reports, and other required documentation.
• Provide on-site support: set up spaces, oversee check-in/registration, run basic A/V, manage general event logistics, registration, nametags, mailings, and collateral.
• Occasionally support CLA departments and centers for events and initiatives via project management, communications, logistics, etc.
• Assist with CLA's presence at the Minnesota State Fair, coordinating volunteers and faculty presenters.
• Monitor budgets, pay invoices, and manage vendor relationships for assigned events.
• Prepare briefing materials and work with development staff on guest bios.
• Create email announcements and invitations in Salesforce Marketing Cloud.
• Create presentations and videos for events, edit and upload videos to You Tube, create and edit event pages on the CLA website using Drupal, and manage event-related reply-to emails.

Alumni Relations Support (15%)

• Assist in implementing programs and events to maintain and promote alumni interest and support.
• Support the annual CLA alumni awards nomination process and award presentation.
• Track alumni and donor engagement in the University's Donor Management System and pull reports.
• Assist in alumni research.

Stewardship Support (15%)

• Partner with the Associate Director of Stewardship to execute stewardship engagement events on campus and in donors' communities, e.g., scholarship & fellowship recognition events, endowed lectures, and giving circle receptions.
• Assist with project tasks for donor recognition and engagement activities.
• Assist in organizing donor visits for development officers as needed.
• Coordinate administrative tasks: acknowledgement letters, event invitations, stewardship reports, etc.

Required Qualifications

• BA/BS degree or equivalent education and work experience equal to at least four years.
• Demonstrated experience planning and executing events in informal or formal settings.
• Ability to prioritize multiple tasks, organize work, and follow through independently. Strong data orientation and aptitude in managing data to achieve objectives.
• Detail oriented, takes initiative, and owns projects.
• Knowledge of Microsoft (Word, Excel, PowerPoint) and Google Office suites.

Additional Requirements

• Physical ability to perform tasks involving prolonged sitting, standing, bending, or twisting, with occasional lifting up to 30 pounds, and frequent repetitive motions.
• Flexibility in schedule, including occasional evening or weekend work with advance notice.
• Valid driver’s license and reliable vehicle with required liability insurance for travel to event venues and transporting materials, including to the Minnesota State Fairgrounds.

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