Job Description

Under general supervision of the Director of Communications, Stewardship and Strategic Initiatives, the Donor Relations and Foundation Events Coordinator is responsible for supporting event efforts from concept and planning, to execution, and post-event follow-up for Foundation-sponsored events, facilitating in-kind donations to the medical center and supporting donor cultivation strategies for the Foundation.

Job Description

Foundation Events Coordination

1. Responsible for expertly supporting the development, implementation, delivery and follow-up of Foundation-sponsored events, including but not limited to fundraising events, cultivation events, and internal events.
2. Adhere to event timelines and ensure targets are met during the management of simultaneous projects with competing deadlines.
3. Identify and maintain vendor partnerships depending on the level of complexity of the services provided through face-to-face meetings, phone and/or email; solicit and review proposals from vendors to determine the best fit.
4. Create and maintain necessary event documentation as required, including event briefings, contact lists, production schedules, run of shows, expense lists and budgets, guest lists, and tracking of RSVP’s
5. Provide onsite assistance at events including setup, registration/check-in of guests, coordination of the event program, liaising with vendor and venue staff, and post-event activities as necessary.
6. Build and maintain relationships with internal and external stakeholders critical to event success; oversee events contractors as necessary.
7. Maintain accurate records of all event revenues and expenses. Support post-event expense reconciliation and analysis as necessary.
8. Accurately tracks event data, event appeals, in-kind donors, guests, and volunteers in the Raiser’s Edge event module.
9. Effectively manage communications with internal team, outside vendors and volunteers as required.

Third Party-Events Coordination

1. Work with partners to cultivate relationships and deliver on responsibilities and expectations agreed upon per established third-party event guidelines.

In-Kind Donation Management

1. Serve as Foundation Team lead in coordinating logistics related to in-kind donations as outlined in established standard work and hospital policies.
2. Leverage relationships throughout the medical center to identify areas of need for donations and key stakeholders for involvement /buy-in.

Qualifications

• 2 - 4 years of special events management and volunteer coordination experience (Required), related experience in community relations, fundraising, marketing and/or development preferred.
• BS required (additional experience on a year-for-year basis of education may be substituted)
• Keen attention to detail in both written work and physical event design.
• PC literate with demonstrated proficiency in Microsoft Office Suite. Excellent typing and data entry skills are required. Knowledge of Raiser’s Edge or similar fundraising software preferred.
• Highly effective verbal, written and interpersonal skills to communicate effectively with medical staff, colleagues, patients, visitors and donors/prospects to establish working relationships that foster quality customer service.
• Experience working with colleagues in graphic design, sales, marketing, and communications preferred.
• Demonstrated ability to maintain confidentiality while handling sensitive patient and donor information. 
• Excellent organizational and multitasking skills; keen ability to use initiative and judgment in decision-making.
• Ability to remain calm under pressure and maintain a customer-service mindset.
• Knowledge and ability to understand procedures, practices, and policies in the assigned departmental unit and Medical Center. 

Additional Information

All your information will be kept confidential according to EEO guidelines.

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