What are the responsibilities and job description for the Coordinator, Outreach and Volunteer Engagement position at The University of Chicago?
Department
BSD DEV - Events, Outreach & Volunteer EngagementAbout the Department
Job Summary
Responsibilities
- The Coordinator, Outreach and Volunteer Engagement (Coordinator) performs complex and diverse responsibilities in support of the Outreach & Volunteer Engagement Team, which includes Alumni Engagement, Events and Outreach. They assist in the planning and execution of numerous events, including Alumni Council and subcommittee meetings, staff retreats, lectures, donor lunches, alumni dinners, check presentations and the Comer Children’s Hospital 5K Race.
- The Coordinator will support the Events and Outreach team by maintaining event team resources (i.e. toolkits and vendor contact information), tracking RSVPs, completing follow-up and confirmation calls/emails, preparing invitation and mailing lists, and coordinating faculty/speaker availability. In addition, s/he will maintain a calendar of events and coordinate event preparation meetings.
- The Coordinator supports the Alumni Relations team by handling Alumni Council and ad hoc committee meeting logistics, including meeting set-up, drafting and distributing meeting invitations, handling RSVPs, taking minutes and assisting members with travel planning.
- Assist with preparations for the annual Comer Children’s Hospital 5K race. This may entail coordinating volunteers, ordering and tracking supplies, preparing and distributing materials, maintaining lists and communicating with registrants.
- Provides excellent customer service and problem solving for alumni and donors including: answering phone lines, responding to email, handling gift and registration exceptions.
- Prepares post event reports, executive summaries and audits to help track the ROI and outcomes of each event. This includes managing data updates to CRM software, including event attendance, special handling tags, prospect assignments, qualification data etc.
- The Coordinator will assist with preparing, testing and executing mass communications through our digital communication tools. They will also prepare, distribute and analyze post event emails and surveys.
- Assists with preparation and management of the alumni relations budget. This includes preparing expenses, handing reimbursements, and monitoring and reconciling accounts.
- Plans and schedules events, programs, and outreach. Coordinates event-day logistics, and performs other routine assignments with guidance from others.
- Assists with identification and resolution of event and program needs, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve routine problems as they arise.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.Work Experience:
Certifications:
-
Preferred Qualifications
Experience:
- A minimum of one year of experience in development or a related service-oriented field.
Preferred Competencies
- Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.
- Ability to work well within a team of highly motivated individuals.
- Outstanding interpersonal and communications skills characterized by the ability to write well with a strong commitment to customer service.
- Excellent diplomatic skills.
- Ability to maintain confidentiality.
- Ability to learn and manipulate databases.
- Ability to attend and help with weekend and evening events.
- Ability and willingness to travel.
Application Documents
- Resume (required)
- Cover Letter (preferred)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the
Benefits Guidebook
.
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the
University's Notice of Nondiscrimination.
Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via
Applicant Inquiry Form.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:
http://securityreport.uchicago.edu
. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.Salary : $60,000 - $80,000
