Coordinator, Special Events

University of Maryland•Baltimore, MD

2d•$53,000 - $60,000•Hybrid

About The Position

The Special Events Coordinator provides administrative, operational, and event-related support for fundraising and engagement activities across the University of Maryland School of Medicine (UMSOM) and University of Maryland Medical Center (UMMC). Reporting to the Senior Director of Special Events, this position plays a critical role in supporting the day-to-day functions of the philanthropy office and Special Events team by coordinating event logistics, managing vendor relationships and service agreements, developing and distributing event and marketing materials, coordinating staff and volunteers, and supporting the logistical execution of a growing portfolio of fundraising, stewardship, donor recognition, and strategic cultivation events. This role offers the opportunity to experience the full event lifecycle—from planning and developing new ideas that enhance the guest experience through on-site execution—while building skills and growing professionally within a dynamic philanthropy program. As a key member of the philanthropy operations team, the Coordinator supports the successful planning and execution of fundraising, donor recognition, cultivation, and engagement events while ensuring efficient administrative processes and exceptional constituent experiences. The position is responsible for supporting a broad range of activities related to fundraising events, donor recognition, stewardship, prospect engagement, and event logistics. The Coordinator works collaboratively with gift officers, operations staff, faculty, administrators, volunteers, vendors, and external constituents to facilitate effective communication, maintain documentation, coordinate workflows, and provide outstanding service and support to donors and stakeholders. Responsibilities include preparing correspondence, reports, event materials, meeting documents, and other resources necessary to support fundraising and engagement initiatives. The Coordinator will also attend and support the on-site execution of most major events, providing the opportunity to see plans through from concept to completion, contribute to real-time problem-solving and event delivery, and gain hands-on experience across a broad range of high-level philanthropic events. Operating within established policies and procedures, the Coordinator applies professional knowledge, organizational skills, and sound judgment to manage assigned responsibilities, resolve routine and non-routine issues, and ensure the accuracy, confidentiality, and integrity of donor and event information. The position exercises initiative, discretion, creativity, and analytical thinking in carrying out assignments and may independently manage projects, processes, resources, or event-related activities. The Coordinator contributes to the development and evaluation of goals and objectives, identifies opportunities for process improvement, and helps ensure compliance with institutional policies, procedures, and legal requirements. The Coordinator receives general direction regarding assignments, expectations, and deadlines while demonstrating the ability to work independently within defined parameters. The position may coordinate the work of staff, volunteers, vendors, or other stakeholders to support successful event execution and fundraising outcomes. As an integral member of the philanthropy team, the Coordinator supports the mission of Maryland Medicine by providing high-quality administrative, operational, and professional event management and operational support that advances fundraising effectiveness, donor engagement, and institutional priorities.

Requirements

Bachelor’s degree required.
Minimum two (2) years of experience supporting event planning, meeting management, fundraising, development, hospitality, or client/customer relations
Experience with Microsoft Office Suite, Cvent, Smartsheet, and donor database systems (e.g., Raiser's Edge, Salesforce, or similar).
Strong planning, organizational, and event coordination skills.
Proficiency in Microsoft Office Suite.
Strong interpersonal skills with the ability to collaborate effectively with colleagues, volunteers, vendors, and institutional leadership.
Demonstrated ability to handle confidential information with discretion and professionalism.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Excellent organizational skills and attention to detail.
Effective verbal and written communication skills.
Ability to exercise sound judgment and provide excellent customer service.
Commitment to the University's Core Values of Respect and Integrity, Well-being and Sustainability, Equity and Justice, and Innovation and Discovery.

Nice To Haves

Experience working in higher education, healthcare, or nonprofit fundraising preferred.
Familiarity with donor reporting techniques preferred.
Familiarity with event planning principles and donor database systems preferred.

Responsibilities

Provide professional and administrative support for department, school, and medical center fundraising and engagement events.
Coordinate day-to-day activities associated with fundraising, donor recognition, stewardship, and strategic donor cultivation events across the School of Medicine and Medical Center.
Support the planning and execution of strategic donor cultivation events, including intimate gatherings in donor and prospect homes, University of Maryland Medicine facilities, and regional locations, working closely with frontline fundraising staff and institutional partners.
Plans, organizes, and implements key activities related to the philanthropy office.
Coordinate facility logistics for meetings and events, including room set-up, catering, audiovisual needs, seating arrangements, registration, and other event requirements.
Assist in developing event timelines, project plans, and implementation activities for multiple fundraising and engagement events throughout the year.
Assist in the development and implementation of event concepts, processes, and event materials.
Coordinate proposals, contracts, and other documentation related to assigned events, including facilities, catering, printing, speakers, and other vendors.
Assist with coordinating vendor services and monitoring contractual requirements for assigned events.
Represent the School or Medical Center in a professional manner when interacting with internal and external constituents.
Provide administrative and on-site support for meetings and events, including assisting with troubleshooting and responding to operational needs during event execution.
Schedule meetings, coordinate calendars, prepare meeting materials, reserve meeting space, and arrange catering and audiovisual support.
Assist in evaluating event outcomes and participant feedback to support continuous improvement of fundraising and engagement events.
Invitation management, RSVP management, maintain event records and other documentation related to assigned events.
Assist with monitoring event budgets, invoices, and expenditures for assigned activities.
Assist in preparing promotional, marketing, and informational materials for fundraising and engagement events.
Prepare and pack event materials for events, including but not limited to, name tags, dietary cards, etc.
Coordinate volunteers and assist with event staffing and volunteer support as needed.
Perform other duties as assigned.
Due to the collaborative nature of philanthropy, fundraising, and alumni relations, provide administrative support across the office as needed to ensure successful execution of organizational priorities.

Benefits

Comprehensive benefits package that prioritizes wellness, work/life balance, and professional development
Retirement program (pension or optional retirement plan/ORP)
Generous PAID leave package that includes over 4 weeks of vacation accrued each year
15 paid holidays
3 personal leave
Unlimited accrual of sick time
Comprehensive health insurance
Professional learning and development programs
Tuition remission for employees and their dependents at any University System of Maryland school
Flexible work schedules and teleworking options (if applicable per job)