Event Operations Project Coordinator

The Event Operations Project Coordinator implements and coordinates budget maintenance and reporting, data analysis and reporting, inventory management, record keeping and archival efforts, and other daily operations, all in alignment with the Foundation's fundraising goals and objectives.

In addition, as part of the University of Minnesota Foundation (UMF) Events and Creative Department, this position provides critical project support, asset management, vendor coordination, and client service, enhancing overall team effectiveness, processes, and the guest and stakeholder experience. This position includes limited front-facing interactions on-site at events. Day-to-day work experience will primarily consist of interfacing with team members, Foundation staff, and University partners.

Key Responsibilities

Project Coordination (50%)

• Prepares budget and financial reports; coordinates, tracks, and records invoices and vendor payments
• Generates, researches, outlines, and presents new ideas, processes, and tools to create and enhance team efficiencies
• Coordinates assigned projects utilizing established procedures and guidelines with high attention to detail and time sensitivity
• Supports template and standard operating procedure creation and refinement
• Collaborates and communicates with internal and/or external partners regarding any project changes and problems
• Ensures project timelines, priorities and deadlines are met and that appropriate parties are informed of any delay and/or changes
• Proactively tracks critical facets of each project and provides needed updates to manager, project team, and other necessary parties
• Creates, proofs for accuracy, and distributes project materials to UMF and U of M leaders as needed
• Solicits and coordinates project based staffing, develops and executes related training, and ensures accurate and complete execution of all project logistics
• Provides work direction to student interns

Asset Management (25%)

• Serves as centralized point of contact for team
• Coordinates inventory management; including software, availability, storage, and communications
• Reconciles team print collateral for in-house printing and liaison to stock vendors
• Maintains information and creates documentation for team processes, guides, templates, spreadsheets, calendars, and technology documents
• Leads communication, updates, and archive efforts

Customer Service (15%)

• Researches and outlines recommendations to improve operations as assigned
• Anticipates common needs and takes appropriate initiative to promote a smooth process and experience
• Liaison for team wide assets and software
• Professionally interfaces with leaders and donors on the phone, in-person, and by email

Event Production Assistance (10%)

• Helps update and execute online registration site builds and testing
• Executes data entry with accuracy and consistency
• Assists with occasional event day preparation, packing, set-up, and clean-up as needed
• As part of the greater Events and Creative Team, support UMF-hosted events (sometimes held evenings and weekends), including but not limited to pre-event and onsite assistance

Demonstrate commitment to valuing diversity and contributing to an equitable and inclusive working and learning environment (exhibit 100% of the time)

• Continuous learning in diversity, equity and inclusion for oneself and team via training, podcasts, articles, etc.
• Seek to explore and understand cultural differences and create a culture of belonging.
• Develop and employ anti-racist practices and principles to accomplish work.
• Advocate for employees of all ethnicities, genders, ages and backgrounds
• Cultivate and develop inclusive and equitable working relationships with employees, colleagues, stakeholders, etc.

Required qualifications:

• Bachelor's degree in Communications, Marketing, Public Relations, or related field; OR a combination of education and experience in event operations and/or production totaling a minimum of four years
• Proficiency in the following software:
  • Donor Management System (DMS)
  • Workflow platforms such as Intellistack, including building registration forms, and managing user accounts and permissions.
  • Asset management such as Canto Digital Asset Management and EZ Office Inventory
  • Project management systems such as Asana
  • Event seating and layout platform such as CVent Event Diagramming
  • Financial systems including submitting and tracking payments.
  • Microsoft Office applications including Word, Excel, and PowerPoint
  • Google suite including sheets, presentations, documents, and calendaring
• Demonstrated ability to;
  • Manage budgets, invoices, and payment tracking for complex departmental budgets
  • Collaborate effectively with multiple stakeholders across a complex academic system Build and maintain successful partnerships with colleagues, donors, and vendors
  • Effectively manage work pressures and multiple priorities, applying initiative and problem-solving skills to deliver accurate results within established deadlines
  • Be flexible with work hours, including occasional nights and weekends, as required by event schedules.

Preferred qualifications:

• Experience working in event operations and/or production at a fundraising organization.
• Ability to travel off-site for event related work and transport event materials as needed
• Ability to accept and harness constructive feedback

American with Disabilities Act (ADA) Requirements:

• Office environment including standing and sitting at desk, use of computer, occasional lifting of approximately 10#.
• On event days: ability to spend 10+ hours engaging in physical activity, including lifting and moving boxes and items (up to approx. 45 pounds) from storage to venue; setting up registration tables, displays and signage; setting and decorating tables; greeting and assisting guests at registration; disassembling and packing event materials

At the University of Minnesota Foundation (UMF), our mission is to connect passion with possibility, inspire generosity, and support greatness at the University of Minnesota by placing donors at the heart of everything we do and every decision we make. UMF is a nonprofit organization responsible for raising and managing gifts to the University of Minnesota.

For more information about UMF, please visit https://give.umn.edu/about/about-umf.

Pay Range: $50,000- 55,000/year; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).