Donor Relations Events Manager
Note: This job announcement has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive invent of all duties and responsibilities required or assigned to an employee in this position
Donor Relations Events Manager
The Donor Relations Events Manager reports directly to the Director of Donor Relations, and is responsible for all aspects of planning, executing and reporting on a variety of activities, programs and events held on and off-campus that are strategically designed to identify, engage, solicit, recognize, and steward current and prospective donors and volunteers. Additionally, the Donor Relations Events Manager provides strategic, logistical, and staffing support for local and national events, initiated and hosted by the President, Trustees, the Vice President for Institutional Advancement, and the Vice President for College Relations in support of the College’s fundraising and friendraising efforts.
The Events Manager works in tandem with the appropriate event lead(s) and support staff member(s) to ensure the efficient and seamless planning and execution of exemplary events and related customer service. The Donor Relations Events Manager also assumes assignments associated with building experiences and events that enhance campaign visibility, donor recognition, and generate new and sustained resources for the College.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Provides engagement and recognition strategies and logistical leadership in the planning and execution of local, national and international events for the identification, cultivation, solicitation, appreciation, and stewardship of donors and volunteers, specifically in support of the College’s ongoing fundraising efforts and campaigns. Serves as project manager to ensure the comprehensive planning and execution of events, including creating program concepts, budget development and management, timeline planning and adherence, talent acquisition, and coordination, run of show planning and direction, scriptwriting, and event analysis and assessment.
- Develops and maintains the calendar of Donor Opportunity. Collaborates with colleagues in Institutional Advancement, College Relations, and the President’s office to create a comprehensive master calendar of events to maximize fiscal and human resources and the impact of constituency engagement and donor recognition through events. Uses knowledge of event planning, donor recognition, and engagement opportunities and related trends to enhance discussion and decision-making about strategies, opportunities, and risks related to the successful production and outcomes of events.
- Establish institutional standards of presentation, recognition, and engagement are identified, documented, and reflected in event design and scope, and maintained throughout all event types. Serves as a central campus resource for matters of Spelman protocol for leadership donor cultivation and fundraising events (e.g., event format, image projection, and etiquette to be observed). Stays abreast of national and international customs and norms to ensure appropriate use and integration into the College’s event protocol.
- Provides leadership for establishing college-wide policies for constituent and donor on-campus experiences, donor recognition and usage of gift items for donor and constituent appreciation. Includes policies for acknowledging campus visits and volunteer engagement, and acknowledgment of congratulations, sympathy, and celebration to further Spelman’s relations with individual donors, corporations, foundations, and organizations.
- Compiles and disseminates pre- and post-event analysis and assessment reports, and makes recommendations for maintaining and improving service to internal and external constituencies in light of comprehensive donor relations, stewardship, and fundraising efforts. Ensures implementation of related policies, procedures, and improvements as appropriate
- Prepares, manages, and monitors event budgets, anticipating comprehensive costs, including production, technical, staffing and promotional needs. Clarifies funding sources for events not sponsored by Spelman College. Ensures detailed event financial information for fiscal control purposes, including facilitating gift-in-kind credit and sponsorship fulfillment.
- Provides logistical support related to events planning and guest management, including but not limited to managing office operations; answering phones; handling incoming and outgoing mail, electronic correspondence and invitations; planning and managing large and small mailings; maintaining RSVP lists for events; ordering and maintaining donor recognition items, event materials and equipment; arranging local and out-of-state travel; scheduling meetings and events on and off campus; producing a variety of reports from internal databases; processing departmental invoices, requisitions and tracking budget expenditures by event/project; preparing and processing program, budget and expense reports and reimbursements; communicating with vendors and suppliers as required; drafting and producing thank you notes, letters and reports; proofreading documents; and taking minutes at meetings, as necessary.
- Creates, updates, and analyzes event data and contact reports for each campaign event/project on a timely basis using internal and external data sources; works with Advancement Services to load data into the College’s BANNER system post-event; and conducts electronic/internet and other research to best apply event date towards strategic support of donor projects and activities.
- Oversees the configuration of the BANNER Events module that captures event invites, attendance and registration, donations, sponsorships, volunteers and other constituent data. Uses this information to inform event concepts, regional planning, and to support Research, as well as Alumnae Affairs, Donor Relations, and Development, among other division and campus partners, in planning for stewardship and fundraising activities and events.
- Effectively identifies and supervises student workers, temporary staff and volunteers to ensure execution and follow-up during the fast-paced, high volume event cycles including but not limited to Homecoming, Christmas Carol Concert, Scholarship Luncheon, Founder’s Day, Reunion, donor cultivation events, stewardship visits, and Regional Engagement activities.
- Maintains strong relations with donor events/ events stewardship officers at other college and universities to learn about research, new developments, and best practices.
- Works with Business and Financial Affairs to facilitate the execution of contracts and letters of agreement for Third Party events hosted on Spelman’s campus. Serves as a liaison between the College and Third Party organization, ensuring compliance and providing service and support as appropriate for the duration of the event.
EDUCATION and/or EXPERIENCE:
Bachelor’s Degree (B.A.) from a four-year college or university and three years experience in higher education, event planning, the non-profit, public or business sector is required.
This position requires a strong customer service focus; a positive attitude; temperance, excellent verbal, and time management skills; the ability to continually handle multiple tasks effectively; and the ability to problem solve and adapt easily to changing priorities. Independent judgment is required to plan, prioritize and organize a diverse and changing workload with attention to detail a necessity. The ability to work independently; to work effectively and positively under pressure; to be proactive; to demonstrate initiative and foster positive and collaborative relationships with colleagues within the division and throughout the College are critical to the success of this position. Excellent proofreading skills required.
This position requires excellent written communication skills necessary for producing correspondence, invitations, thank you letters, memorandums, etc.
The position requires the ability to critically think, analyze, and interpret data in order to offer proactive suggestions and ideas to increase efficiency and resolve problems; to use tact and diplomacy in internal and external interactions; to understand and maintain confidentiality on sensitive matters; to use mature judgment in dealing with College and departmental matters; and to quickly and effectively carry out planning and collaboration between multiple constituents furnished in written, oral, schedule and diagram form.
This position requires the ability to handle data entry quickly and accurately; has a high level of mastery of Microsoft Office with above average skills in ACCESS, Excel, Lotus Notes and Word; and the ability to quickly master and analyze how to best utilize the multiple, internal databases used by the College. Must be capable of creating RSVP lists, reports, spreadsheets and emails and tracking event impact of stewardship and fundraising efforts. Knowledge of graphics and web design is preferred, but not required. Must be able to utilize email systems and be internet savvy. Knowledge of Lotus Notes/Outlook and BANNER experience a plus.
Certificates, Licenses, Registrations
Current Georgia driver’s license is required. CMP and/or CSEP preferred.