Coordinator of University Advancement Events, Operations

Job ID: 57331
Full/Part Time: Full-Time
Location: Tallahassee, FL
Regular/Temporary: Regular

Department

Alumni Affairs

FSU Division of University Advancement

Florida State University will soon embark on its next comprehensive campaign. As the silent phase of the campaign begins, the Division of University Advancement is accelerating the hiring of additional Advancement Events professional 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.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed at: https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/diversity/EEO_Statement.pdf.

Responsibilities

The Coordinator will support and execute the fundamental operations of the University Advancement Events team to assist in meeting alumni engagement goals. The incumbent is expected to reinforce a collaborative and supportive relationship within and among the Advancement division.

Responsible for keeping 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.

Responsible for the constituent check-in experience, ensuring that guests have the appropriate name identifiers, seating assignments and feel welcomed upon entry.

Maintains both internal and external event calendars, ensuring that details are reflected on the website, internal stakeholders, and staff calendars.

Create, implement, and perform routine event trainings for division event team members to ensure policies and standards set by the Events and Outreach team are upheld.

Contributes to the efficiency of existing Special Events processes and procedures to enhance team productivity in collaboration with senior leadership. Continuously audits and updates event planning templates and protocol.

Responsible for post-event data collection; sending, evaluating and communicating post-engagement surveys; providing timely reports of event ROI.

Responsible for maintaining and generating reports on the success of the events portfolio. Shares results with senior leadership as necessary.

Responsible for planning 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 in creating pre-event planning timelines, day of timelines and event schedules.

Assists with the development of Presidential briefing documents.

Assists the department with budget management by updating budget finance documents and ensuring vendors are paid in a timely manner, in collaboration with the Operations team.

Seek out and propose to the Executive Director, Events and Outreach new technology within the event arena that would benefit guest interactions and in-house processes. Actively research industry standards and best practices to bring forward to leadership.

Assists in brainstorming and developing new event ideas, designed to inspire alumni, parents and friends.

Provide on-site assistance at events, working evenings and weekends as necessary; some travel may be required.

Must be able to work evenings and weekends. Other job duties as assigned.

Qualifications

Bachelor’s degree and two years of experience; or a high school diploma/equivalent and experience equal to six years. (Note: post-high school education can substitute for experience at the equivalent rate.)

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news! Learn more about our university and campuses.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

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How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Considerations

This is an A&P (Administrative and Professional) position.

This position requires successful completion of a criminal history background check.

This position is being advertised as open until filled. The hiring committee will review applications as received.

Applicants must upload a cover letter & resume with their online application.