Engagement & Operations Coordinator for CSU Events

Colorado State University
Fort Collins, Colorado, United States
20 Sep 2017
End of advertisement period
18 Oct 2017
Contract Type
Full Time

Description of Work Unit

This is the best time to join Colorado State University. Over the past eight years, CSU has consistently surpassed fundraising records, doubled alumni participation in philanthropy, and closed two of the largest gifts in the university’s history. Soon after exceeding its first campaign goal of $500 million in 2012, CSU embarked on a much more ambitious path: The $1 billion “State Your Purpose – The Campaign for Colorado State University.” To date, CSU has raised more than $760 million, and with three years remaining in the campaign, yet another fundraising record will be set.

Under the leadership of CSU President Tony Frank, campus support for the Division of University Advancement has increased significantly. Faculty engagement in development is at an all-time high and cross-disciplinary fundraising models are emerging across the university. This makes the role and function of University Advancement-Development all the more critical as CSU continues on its path of fundraising excellence.

Division of University Advancement is integral to achieving and sustaining institutional excellence through fundraising and engagement efforts. The Division has one of the leading development teams in the country and places a strong emphasis on professional and personal growth for its employees, including educational opportunities, onboarding and mentoring programs.

Fort Collins is known as “The Choice City” because of its proximity to the beautiful Rocky Mountains, excellent schools, 300+ days of sunshine yearly, thriving arts scene, eclectic shops and restaurants, and miles of walking and biking paths.

The Office of CSU Events & Donor Engagement is recognized as an industry leader in the development of strategic event experiences for donors, alumni and university constituents. In representing the Office of the President and the Division of University Advancement, the team promotes excellence and consistency through consolidated management of events and donor engagement on behalf of CSU. The CSU Events team extends the presidential standard of hospitality throughout the University and provides leadership to the production of high-visibility functions such as university-wide ceremonies, donor recognition events, and fundraising galas. As an essential partner in the success of CSU’s fundraising efforts, the team manages high-level donor engagement on behalf of the President, CSU’s eight colleges and its central development units, designing strategy and implementing best practices to connect donors to the life of the University.

Position Summary

The Engagement & Operations Coordinator plays an essential role in creating first impressions for a wide variety of constituents, including high-level donors and University leaders. The Coordinator participates as an active member of the CSU Events & Donor Engagement team, working closely with the Executive Director of CSU Events & Community Engagement (ED) as the primary staff person responsible for a wide range of duties contributing to the department’s success. Specifically, the position involves significant project management, budget and operations management for a dynamic, collaborative and fast-paced department, and logistics management for engagement opportunities involving high-level donors and senior leadership.

Successfully fulfilling responsibilities will require some evening and weekend commitments, as well as out-of-town travel. The Engagement & Operations Coordinator is a 12-month appointment, and the full-time, benefited position reports to the Executive Director of CSU Events & Community Engagement.

Required Job Qualifications

  • Bachelor’s degree in communication, hospitality management, liberal arts, business, human sciences, nonprofit management or a related field.
  • Minimum of one year of full-time professional experience in donor/customer relations, project management, event management or executive support.
  • Proficiency in the Microsoft Office environment and demonstrated experience working with a CRM database.
  • Ability to travel and work non-standard hours, including early mornings, evenings, and weekends with a valid driver’s license and reliable transportation or access to a driver.

Preferred Job Qualifications

  • Demonstrated ability to effectively communicate, both orally and in writing
  • Excellent attention to detail, accuracy, and quality in work produced
  • Strong interpersonal communication skills and an ability to manage stressful work situations
  • Demonstrated ability to work independently and as a member of a team, and to thrive in a creative, fast-paced environment
  • Organization and project-management skills to independently establish priorities, manage competing tasks with deadlines, and respond effectively to change
  • Demonstrated ability to exercise independent judgment and discretion, anticipate and address concerns, and maintain confidentiality
  • Experience providing high-level customer service to diverse populations
  • Demonstrated experience in customer relationship building
  • Knowledge of Colorado State University and its donor/alumni constituencies
  • Experience working in higher education and supervising students

Diversity Statement

  • Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category Operations Management Duty/Responsibility

  • Represent the University in managing inquiries from internal and external constituents, including high-level donors, independently identifying next steps to provide answers and exceed constituent expectations. Disseminate information as appropriate for follow up.
  • Budget management, purchasing negotiations and procurement decisions, documentation, and reporting responsibilities for the department’s $1.5 million budget.
  • Serve as departmental liaison to UA Administrative & Business Services. Manage workflow of financial documentation, including EOF forms, travel forms, P-CARD receipts and statements, invoices and accounts payable. Acquire and prepare regular financial reports and project/event budgets.
  • Manage day-to-day operations of a dynamic, fast-paced department, including responsibility for a $100,000 annual operating budget. Communicate regularly with department staff to ensure continuous and successful operations.
  • Manage the Executive Director’s calendar, independently making decisions about commitments in alignment with established priorities. Prepare presentations, agendas, confidential briefings and reports for internal and external engagements, including community events and regular interactions with the President and other executive leadership.
  • Create and maintain standard operating procedures for the department.
  • Serve as departmental HR contact. Administrate searches for open positions, onboard new hires and facilitate employee transitions.

Percentage Of Time 40% Job Duty Category Engagement Duty/Responsibility

  • Understand and apply knowledge of University Advancement fundraising priorities and goals, utilizing the donor and alumni database (Advance/AWA) in a variety of facets including data input and analysis and regular reporting. Identify solutions to improve database effectiveness and efficiencies to enhance the overall donor experience.
  • Arrange high-level donor engagement opportunities, including VIP attendance at various University events.
  • Negotiate with vendors and make purchasing decisions by creating events and experiences for our high-level donors (external) and our team (internal) in alignment with University and State regulations.
  • Interpret requests and respond accordingly, including negotiate terms with venues, hotels, caterers and service providers for hosting donors on campus and for arranging staff retreats and training’s. The negotiations include pricing, timing and other logistics, as well as communicating terms that will be accepted by University procurement.
  • Communicate with various constituencies, including University leaders (President’s Office, Cabinet and Deans), donors, alumni, internal and external colleagues, and the University community.
  • Serve as a knowledgeable resource for University partners on events and engagement plans, practices and processes.
  • Provide onsite support for events and donor engagement opportunities, including nights, weekends and out-of-town travel, as needed.

Percentage Of Time 40% Job Duty Category Project Management Duty/Responsibility

  • Manage logistics for departmental meetings, retreats and trainings on a regular and as-needed basis, including venues, contract negotiations, catering, travel, agendas and communications.
  • Prepare collateral and presentations for donor visits, events and meetings as needed.
  • Independently manage special projects and duties as assigned by the ED.
  • Exercise initiative, sound judgment, creativity and discretion in performing work assigned; anticipate and address concerns, respond to requests, and maintain strict confidentiality at all times.

Percentage Of Time 20%

Application Details

Special Instructions to Applicants

Applications will be accepted until the position is filled, but for full consideration all materials must be received by 11:59 pm on September 18, 2017. Prospective candidates should submit materials consisting of (1) a letter of interest responding to each of the qualifications; (2) resume; and (3) addresses and telephone numbers of three individuals, one of whom is/was an immediate supervisor, who has firsthand knowledge of applicant’s professional abilities.

Please demonstrate in your cover letter and resume any and all of the preferred qualifications that you meet. References will not be contacted without prior notification of candidates.

A $3,000 moving allowance may be negotiated at the time of hire.

Ability to travel and work non-standard hours, including early mornings, evenings, and weekends with a valid driver’s license and reliable transportation or access to a driver.

Conditions of Employment

Pre-employment Criminal Background Check (required for new hires), Valid Driver’s License, Travel

Search Contact Matthew.Helmer@colostate.edu

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Executive Director of Human Resources and Equal Opportunity, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.