Description
The OSU Foundation leads fundraising and alumni engagement efforts for Oregon State University. The Foundation’s Marketing and Communications team creates experiences, tells stories and builds communities that inspire alumni, donors and friends to join OSU in making the world a better place. Part of the Marketing and Communications team, the Events team is responsible for strategy, central coordination and execution of a wide range of event experiences that engage OSU alumni, donors, faculty and staff, friends and other groups.
Reporting to the Director of Events, the Coordinator provides event support, project coordination, and information management such as RSVP tracking and CRM coding. The Coordinator provides exceptional customer service to event guests and donors, in person at events, on the phone and by email. The Coordinator also provides general administrative support for the Events team and serves as backup for providing support for the broader Marketing and Communications team. The accountabilities for this position are detailed below.
Work Location
The work location for this position is the Corvallis, Oregon, office.
Key Partners – The key working relationships for this position include:
- Other coordinators and administrative support staff in the Foundation.
- Administrative and events staff for senior university leaders, university events and OSU Athletics
- Advancement Services for information management
- Key internal “clients” who rely on the services of the central Events team, including development officers and the Foundation’s senior leadership team.
Measures of Success
The Coordinator plays a role in helping to realize the Marketing and Communication’s team’s vision of creating an environment where all OSU alumni and friends are driven to connect with the university to be part of something bigger than themselves and to advance the promise of OSU’s teaching, research and outreach mission. Specifically:
- Positive event experiences reported by internal and external stakeholders
- Accurate guests lists and attendance tracking in the organization’s master database
- Professionally delivered event collateral and business correspondence
Major Duties
Work with the Events team and other stakeholders to develop and manage guest lists for Foundation activities and events.
Work within the alumni/donor database to manage attendance information, generate reports and enter contact reports and post-event tracking codes.
Serve as the first point of contact for guests seeking assistance related to events. Closely monitor the Events phone line and email account, answer questions as able or refer to other colleagues for follow-up.
Attend event planning meetings and ensure To Dos are recorded and assigned in the team’s project management system. Remind colleagues of upcoming event-related deadlines.
Provide on-site assistance at events including, but not limited to, registration, set-up, take-down and customer service throughout.
Work with the Advancement Services team to manage data for producing RSVP lists and distribution lists for print and email event invitations and reminders.
Prepare and distribute guest lists and confidential internal briefing packets.
Work with event vendors to secure proposals and estimates and provide recommendations to other members of the Events team.
Draft and distribute logistical correspondence for both internal and external stakeholders, including by mail merges.
Process registration fees and sponsorships, ensure payments are credited to the proper accounts and acknowledged appropriately.
Utilize marketing and communications software and processes related to events to provide support in creating post-event surveys, data tracking, event listings on the web, etc.
Oversee reservations and logistics for borrowing Foundation-owned event items.
Assist event leads in managing events budgeting and reporting. Process vendor invoices and contracts and reconcile credit cards.
Arrange staff travel including bookings, schedule and staff meetings as needed.
Supervise and train student workers who are a part of the Events team.
Perform other duties as assigned for the events and larger marketing and communications team, including providing backup for other coordinators.
Required Knowledge, skills and abilities
Comprehensive knowledge or understanding of:
- Microsoft Office products, especially Outlook, Excel, Word
- Customer Relationship Management (CRM) databases
- Performing mail merges with complex variable data
Proven skill in:
- Excellent written and verbal communication skills for both internal and external audiences
- Exceptional organizational skills in planning and prioritizing multiple deadline-driven projects
- Excellent phone and email skills for communicating the purpose and details of requests to internal and external partners
- Managing multiple tasks while meeting deadlines and maintaining a customer-first attitude
- Proofreading and maintaining accurate documents and lists
Demonstrated ability to:
- Work in a high-paced deadline-driven environment
- Complete tasks independently, in a timely and accurate fashion
- Extend exceptional and courteous customer service to all internal and external constituents
- Be aware of, control, and express one’s emotions appropriately, and handle interpersonal relationships maturely, thoughtfully and empathetically, including the ability to work with individuals from diverse backgrounds
- Eagerly learn and master new software, databases and digital technologies
- Maintain the highest level of discretion and confidentiality at all times
Education and Minimum Qualifications
Bachelor’s degree and three years of experience in an administrative support role with events or customer service responsibilities. Candidates must possess a valid driver’s license and must be able to travel by varying modes of transportation for frequent off-site events during evenings and weekends, including all home OSU football games. Education and experience equivalencies will be considered.
Core Values
We strive to be one of the best places to work in the country. We know that our success depends in large part on the people who carry out our mission. It’s what we do – and how we do it – that makes the difference. Our core values reflect our approach to work and to each other, and we are committed to conduct consistent with these values.
collaborative • productive • respectful • bold • inclusive • creative
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What We Offer:
Competitive Compensation: up to $45,000 annually
FLSA Status: Non-Exempt
Comprehensive Benefits: a comprehensive total compensation package, which includes:
- A monthly employer contribution towards benefits
- A monthly employer match for a health savings account
- An impressive 17% employer contribution to retirement plan (based on qualified earnings)
- A generous Paid Time Off (PTO) program
- A robust Educational Assistance program
- Two exceptional employee discount programs
Professional Growth: At OSU Foundation, we believe in investing in our employees’ development. We provide ongoing training and opportunities for advancement.
Innovative Work Environment: Join a team of talented professionals in a stimulating and collaborative work atmosphere.