Coordinator I, Special Programs

The University of Texas at Arlington Portal•Arlington, TX

1d•Onsite

About The Position

The Presidential and Development Events Coordinator supports University Advancement with high-level administrative and logistical support for its programming strategy. This position provides ongoing coordination of the event intake system, data input and tracking, logistical support including purchasing and reconciliation, and customer service. The role requires exceptional attention to detail, organizational skills, and comfortability working in a highly collaborative team environment that includes periodic night and weekend event responsibilities.

Requirements

Bachelor’s degree with at least (1) year of experience as a project coordinator, event planner, or related position; or a high school degree with at least three (3) years of experience in a relevant field.
Excellent organizational, time management, and communication skills.
Strong attention to detail.
Ability to work collaboratively across campus.
Proficiency with Microsoft tools (Outlook, Excel, Word, Teams) and other common office software.

Nice To Haves

At least three (3) years of experience as a project coordinator, event planner, or related field.
Experience working in higher education is a plus.
Comfortability with purchasing and reconciliation and operating within a budget.
Familiarity with Blackbaud’s Raiser’s Edge NXT or similar CRM , and experience utilizing SmartSheet or similar tracking software.
Ability to track event data and use it to help craft a narrative about event performance, follow up plans, etc.

Responsibilities

Manages the event intake system within University Advancement.
Tracks event form submissions, details and deadlines; sets intake meetings; communicates regularly with campus colleagues regarding logistical/planning needs for events; share updates on event registrants, attendance, and other pertinent details with supervisor.
Regularly update the office events calendar.
Tracks registration and inputs into the CRM for several ongoing events.
Ensures accurate lists to be used for event briefings, name tags, etc.
Manages the RSVP communication channels, responding to inquiries about event-related items via email, phone, mail, etc.
Responsible for event-related purchasing and reconciliation.
Executes UTA policy and processes for purchasing, utilization of approved vendors, contracts, and other event-related details as needed.
Supports post-event evaluation process.
Sets event recap meetings as needed, provides attendance reports, shares event survey results, and is a liaison to the University Advancement Data Team for annual CASE AEMS tracking.
Assists with event preparation and execution, including but not limited to, site visits, event setup/takedown, organization and transport of various event materials, and general staffing needs (will include periodic nights/weekend events).
Performs all other duties as assigned.