The North Dakota State University Foundation seeks mission-driven individuals interested in joining a growing team dedicated to connecting people, developing partnerships, teamwork, accountability, transparency, stewardship, communication, and service. The Foundation invites candidates for an Events and Programs Coordinator, full-time non-exempt (hourly) position.
The North Dakota State University Foundation is a separate 501(c)(3) organization which exists to maximize advocacy and philanthropy to support NDSU. We connect people who are passionate about NDSU and improving the lives and outcomes of North Dakotans and the world. We are an organization of sixty-five team members and growing. If you enjoy non-profit work, are inspired by our mission, love to collaborate with your colleagues, and are ambitious to develop as a professional, we welcome you to apply.
Our team members enjoy a highly competitive total compensation package including company paid health insurance, a defined contribution account funded at 9.5%, generous paid time off, abundant professional development opportunities, plus elective dental and vision plans.
This position may be eligible for some hybrid work following a period of onboarding.
This position will remain open until filled. To be considered, applicants must apply online through the NDSU Foundation employment site (https://www.ndsufoundation.com/employment) and include a cover letter and resume.
Position Summary:
The Events and Programs Coordinator provides operational and administrative assistance to the Director of Trustee, Alumni, and Donor Experience and to the Events and Programs team in the planning and execution of meetings and events. This role serves as the primary expert and lead for event registration and event data management, ensuring accuracy, consistency, and high quality service across the Events and Programs team. Offers efforts and input to maximize the effectiveness of the teams’ engagement efforts. This position includes travel as well as evening and weekend assignments dependent upon schedule of events and staffing needs.
Essential Duties and Responsibilities:
- Event Support
- Serve as the Foundation’s primary expert for event registration, overseeing all registration workflows, systems, and processes from setup through post event reconciliation
- Maintain responsibility for accurate, timely, and complete event data entry, reporting, and tracking; ensure data integrity
- Act as the main point of contact for all registration related inquiries, troubleshooting issues and providing guidance to staff, attendees, and partners
- Coordinate advanced logistics and serve as on site registration host
- Assist with invitations, programs, seating arrangements, confirmation materials, name tags and other details
- Provide staff assistance during the planning and execution of events
- Develop and maintain standards, templates, and best practices for registration and event data management
- Development Support
- Support the Events and Programs team through scheduling and administrative functions
- Assist in representing the Development team by serving on Foundation committees or NDSU campus committees
- Work with various vendors to create NDSU Foundation give-a-way items to be used for donor visits, host gifts and speaker gifts
- Work with Development Coordinators to supply Development Officers with NDSU branded give-a-ways
- Records Management and Mailings
- Manage inventory for event supplies
- Compile, analyze, and distribute event data and registration reports to event leads and the director to support planning, decision making, and post event evaluation Organize and coordinate mailing projects with appropriate staff and vendors
- Maintain a detailed account of registrant constituent types and payments
- Compile post event data regarding registration and complete any necessary follow-up
- Support a service-oriented atmosphere in accordance with Foundation mission, values, and philosophy
- Adhere to policies and procedures
- Maintain strict confidence of non-public Foundation information
- Develop and maintain own competence; seek opportunities for continued learning and professional development
- Assist in control of Foundation resources
Essential Functions:
- Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities
- Efficiently operate a personal computer and associated software (Outlook, Word, Excel, etc.)
- Maintain files accurately, in paper and in software programs
- Maintain records and prepare reports
- Handle multiple tasks simultaneously
- Plan, prioritize and meet deadlines
- Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization
- Interact in an effective and appropriate manner with diverse populations, internal staff, University community and the public
- Work cooperatively and effectively with others to identify and resolve problems and make decisions that enhance organizational effectiveness
- Maintain confidentiality of records and information
- Display excellent judgment and decision making
- Follow through on projects with little supervision
- Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques
- Prompt and reliable attendance
- Demonstrate support of the Foundation’s mission and beliefs
Minimum Qualifications:
- High School diploma or equivalent
- Minimum two years of experience working in a professional setting providing administrative, office management, and/or program support
- Exceptional customer service skills
- Demonstrated experience, and professionalism collaborating and communicating with a diverse population
- Strong time management, organizational skills, ability to prioritize and handle multiple projects and deadlines
- Excellent attention to detail and quality
- Strong written, verbal, and interpersonal communication skills
- Ability to travel and work a flexible schedule dependent upon events/activities
- Demonstrated proficiency with technology to include Microsoft Office and audio-visual equipment
- Ability to be flexible, proactive, and resourceful
Preferred Qualifications:
- Bachelor’s degree in marketing, hospitality management or related
- Experience with Salesforce, event management systems, or similar systems
Physical Demands:
Ability to safely lift objects up to 40 lbs.; climb stairs and manage long periods of standing and physical movement. Ability to set tables and chairs for events. Must have familiarity with audio visual equipment. Ability to drive and secure supplies and meet with clients. Manage long periods of computer work (i.e. eye strain/sitting at a desk). Mange long periods of standing while working at events. Ability to rent and drive a vehicle when traveling.
The position description is not intended to be an all-inclusive list of job responsibilities, duties and requirements: but to describe the standard level of work being performed. Employees may be required to perform other duties as assigned or as required by the needs of the business. The NDSU Foundation reserves the right to add or change the duties of the position at any time.
The NDSU Foundation does not discriminate on the basis of age, color, gender expression/identity, genetic information, marital status, national origin, physical or mental disability, pregnancy, public assistance status, race, religion, sex, sexual orientation, status as a U.S. veteran, or participation in lawful activity off the employer's premises, as applicable.
