Development Events Coordinator

The Events Coordinator reports to the Events & Stewardship Manager and supports the Arboretum's donor events, including the annual Gala in the Gardens. As a member of a robust development team, this position will play a key role in planning and executing donor events, meeting fundraising goals, providing a high-quality guest experience, and promoting donor engagement. This is 30 hours per week, 75% time position with hybrid, flexible hours, office in person at the Arboretum in Chaska, MN.

Specific Duties & Responsibilities

Event Planning and Communications (60%)

• Contribute to the planning of the Gala in the Gardens annual signature fundraising event.
• Work with the University of Minnesota Landscape Arboretum Foundation Board of Trustees and community volunteers in committee and subcommittee meetings to help plan all event elements.
• In collaboration with the Events & Stewardship Manager, oversee operational workflows before the event.
• Suggest ways to adjust as program or circumstances change.
• Assist in the planning of donor stewardship and engagement events. Donor stewardship and engagement events include but are not limited to:
  • Annual Leon Snyder Heritage Society Luncheon and Giving Society Reception Groundbreaking and dedication events
  • Apple and calendar stewardship initiatives
  • Trustee and Trustees Emeriti engagement events
  • Additional donor stewardship events as assigned
• For all events:
  • Gather, compare, and analyze data with the Events & Stewardship Manager to determine the return on investment of events.
  • Execute tasks based on established procedures and guidelines developed with the Events & Stewardship Manager and (as appropriate) the Gala in the Gardens Committee.
  • Develop internal and external event summary reports.
  • Work within defined budgets.
  • Participate in program and administrative planning.
  • Develop communication and marketing plans for assigned events while assisting with other event-related marketing and communication plans designed to engage internal and external audiences.
  • Identify and propose new ideas to promote and expand donor events. Engage with external event vendors.

Event Execution and Stewardship (25%)

• Support the execution of the Gala in the Gardens annual signature fundraising event. Assist with the physical set-up of the event, including interacting with vendors on-site.
  • Oversee operational workflows during and after the event, resolving problems as they arise.
  • Direct the work of event volunteers.
  • Coordinate post-gala guest follow-up.
• Participate in the execution of other donor stewardship and engagement events, including but not limited to:
  • Annual Leon Snyder Heritage Society Luncheon
  • Facility groundbreaking and dedication events
  • Trustee and Trustees Emeriti engagement events
  • Additional donor stewardship events as assigned
• For all events:
  • Execute event-day tasks based on established procedures and guidelines developed in conjunction with the Events & Stewardship Manager and (as appropriate) the Gala in the Gardens Committee.
  • Manage the timely submission of event-related invoices.
  • Assist with post-event communications and donor follow-up.
  • Gather, compare and analyze data from events to recommend future improvements to donor experience and operational efficiency.

Other (15%)

• Perform additional duties assigned by the supervisor.
• Attend department, Advancement, and Arboretum meetings.
• Represent donor events and the Development department to internal and external partners.
• Demonstrate commitment to valuing diversity and contributing to an equitable and inclusive working and learning environment.
  • Continuous learning in diversity, equity and inclusion via training, podcasts, articles, etc.
  • Seek to explore and understand cultural differences and create a culture of belonging.
  • Develop and employ anti-racist practices and principles to accomplish work. Advocate for employees of all ethnicities, genders, ages and backgrounds. Cultivate and develop inclusive and equitable working relationships with employees, colleagues, volunteers, stakeholders, etc.

Required Qualifications

• BA/BS degree or a combination of related education and work experience to equal at least four years in events, communication, or guest services fields.
• Experience with planning or managing events in an informal or formal setting.
• Excellent written and verbal communication skills.
• Demonstration of excellent interpersonal skills with both internal and external stakeholders.
• Ability to prioritize multiple tasks, organize work, and follow through independently. Strong data orientation and aptitude in managing data to achieve objectives.
• Strong attention to detail.

Preferred Qualifications

• Four years or more demonstrated experience in event planning and execution.
• Experience in event fundraising including live and silent auctions.
• Familiarity with donor database systems.
• Previous experience in Salesforce or GiveSmart.

Pay Range: $39,000 - $43,680; depending on education/qualifications/experience

Time Appointment Category: 75% Appointment

Position Type: Civil-Service

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).