Coordinator, Advancement Events Job in Stony Brook 11794, New York Us
Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory, a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities. Stony Brook University Medical Center is Suffolk County's only academic medical center and tertiary care provider. Many opportunities exist for collaborative research, and in some cases, joint appointments with BNL or with Medical School departments.
Required Qualifications: Bachelor's Degree. Must possess two years full time event planning experience, preferably related to marketing, donor cultivation, fund-raising, higher education, health care, or similar activity. Excellent organization and communication skills, and the ability to work under pressure, meet deadlines and manage multiple tasks and events simultaneously. Physical ability to set up and deconstruct events. Must be detail-oriented, capable of following through and working independently. Proficiency in Microsoft Word, Excel, E-mail and use of the Internet.
Preferred Qualifications: Experience with constituent/customer database programs for maintenance and reporting. Knowledge of Raiser's Edge (or other donor database). Familiarity, comfort and poise in dealing with donors, volunteers, and other VIP's. Prior experience coordinating and managing events, especially in higher education and/or health care.
Brief Description of Duties: The Coordinator of Advancement Events, reporting to the Interim Director of Advancement Events, works closely together and with other staff to plan and execute events on behalf of the Office of University Advancement, including events for the purpose of donor cultivation, donor recognition/stewardship, and/or fund-raising. Such events support the Advancement mission of the University and the Stony Brook Foundation, in general, as well as the Stony Brook University Medical Center (SBUMC) and occasionally colleges/schools/units.
Events occur both on and off-campus and have the primary objective of building constituency and private financial support for the Foundation. Primary event planning duties for this position include significant involvement with event venue research, relevant communications, mailings, and promotions, recordkeeping, facility set-up, event details such as menu selection, revenue collection, volunteer coordination, donor/sponsor relations, and post-event correspondence. In addition, the Coordinator maintains a web-based events calendar.
Event Planning:
Ensure that events are organized effectively, on time, within budget, and comply with Stony Brook University and Office of University Advancement policies and procedures.
Event Management:
Assist with all aspects of event coordination including, but not limited to, reserving the venue, invitations/mailings, catering, equipment rental, facility set-up/break-down, audio-visual, RSVP's, security controls, etc.
Event Communications and Correspondence:
Use various software products to correspond, research, and track information with regard to the event and individuals attending the event.
Research issues related to each event and provide information to colleagues regarding attendees.
Post-Event Assessment and Correspondence:
Coordinate post-event correspondence and follow-up to attendees, organizers, VIP's, etc., including correspondence on behalf of the University President and/or Vice President for Advancement.
Relay relevant information to Development staff for the purpose of further donor cultivation beyond the event.
Record-Keeping and Cash Collection:
In accordance with State and University cash handling procedures, collect revenues for each event based on the guidance of the Stony Brook Foundation.
Responsible for keeping accurate records of event attendance and payments and ensure new donors/alumni are entered into constituent database.
Advancement Events Calendar:
Maintain calendar of all Advancement events by working in conjunction with various Advancement divisions (including Alumni Relations, Development, Athletics, President's Office, and other units), to ensure coordination and optimize attendance of key individuals.
Other duties as assigned.
Special Notes: This is a full time appointment, Monday through Friday, 8:30 a.m. to 5:00 p.m. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously. Some evenings and weekends will be required. Some travel to and from off-site events will be required for this position. For best consideration, applications should be received before November 25, 2011.
The selected candidate must successfully clear a background investigation.
Application Procedure: Those interested in this position should submit a State employment application, cover letter and resume to:
Search Coordinator for Advancement Events (7028) Search
Alumni Relations
Melville Library Building, Room E1315
Stony Brook University
Stony Brook, NY 11794-3354
STONY BROOK UNIVERSITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER AND EDUCATOR.
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631) 444-4700.
IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (631) 632-7786. IT CAN ALSO BE VIEWED ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police
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