Development & Events Associate
Serves as the Development & Events Associate providing tracking, administrative heavy event coordination as part of the Institutional Advancement (IA) team. Events include but are not limited to the Saint Martin’s Annual Gala, Saint Martin’s Food & Wine Festival, and Saint’s Golf Classic. Assumes responsibilities for independently handling administrative functions and details of IA fundraising including sponsor and donor confirmation and event planning. The Development & Events Associate provides coordination and acts as liaison with other University Departments in matters that pertain to event planning and development as a representative of IA. The incumbent must have unquestionable integrity, a high level of diplomacy, and the demonstrated ability to deal with confidential and sensitive situations and information.
Ranked by Niche as the second (#2) most diverse private college in Washington State in 2020, Saint Martin’s is extremely proud of our student diversity. Our university treasures persons of all abilities, ages, ethnicities, genders, nationalities, orientations, races, and religions. In particular, we know that students educated in ethnically diverse settings perform better academically and reap greater professional success than their peers from more homogeneous learning environments. We proudly celebrate that our student population is 51% undergraduate and 32% graduate students of color. We are committed to pursuing an employee community that reflects a similar, if not the same percentage.
Therefore, we intentionally encourage and request that members of historically underrepresented groups apply to join this community. All of us, from all backgrounds, are making a commitment to do and be better for our students, faculty, and staff.
Established in 1895, Saint Martin’s University serves as the educational mission of Saint Martin’s Abbey. The Abbey is a Catholic Benedictine monastery, whose members pray, work, and live together on the University campus. As the mission is Catholic and Benedictine, one of our values is a spirit of hospitality welcoming all, regardless of an individual’s faith, religion, or spirituality.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include but are not limited to, the following.
- Acts as lead in coordination of logistical details pertaining to key University fundraisers including The Saint Martin’s Gala, Saint Martin’s Food & Wine Festival, and the Saint’s Golf Classic. Duties will include but are not limited to; preparing event documentation, tracking of registration confirmations and logistical event layout coordination, event correspondence, coordinate and research vendor contract negotiations and payments, volunteer coordination, and delegation.
- Reviews documents, records, or applications for completeness, accuracy, and compliance with rules; determines and explains action necessary to achieve compliance or approval.
- Composes office correspondence such as requests for documentation and responses to requests for information; devises, evaluates, and revises forms for internal use related to events.
- Help set and track the budget goals, revenue, and expenses for each event and prepare reports for senior leadership and committee meetings.
- Compiles produces and updates material such as financial statements, agendas, and schedules, meeting minutes, prepares tables, charts, and graphs as required for development, event, vendor, and sponsor tracking.
- IA liaison between other departments and external contractors for special event logistics.
- Performs complex word processing tasks such as copy proofing, writing, event marketing concept support, merging and sorting, integrating text with graphics, spreadsheet, and data base files, uploading/downloading, and creating footnotes and outlines; uses spreadsheet and data base software to develop and maintain records, make SMU event website updates, create online registrations; uses basic statistical software packages; performs simple computer inquiry programming; uses graphics software and recommends appropriate display of information.
- May assist in the management of Development Director’s committee calendars ensuring time and detail preparation for all necessary meetings, projects, events, and in-office work. and maintains office files, etc.
- Monitors, tracks and coordinates event inventory supply, purchase requisitions, and departmental budgetary expenditures. Preparation, coordination and delegation (where needed) of event duties and responsibilities as related to event logistics.
- May assist in the planning and execution of events sponsored by the Office of Institutional Advancement for donors, prospective donors, alumni, trustees and other friends of the University.
- Perform other duties as assigned.
- Strong positive customer service skills.
- Self-motivated to work independently and with the team
- Ability to work in an often fast-paced environment.
- Must work efficiently, with accurate attention to detail.
- Ability to communicate professionally and with donors, alumni, and university community.
- Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.
- Must be supportive of the Catholic, Benedictine identity of Saint Martin’s University and supportive of the efforts of the Office of Campus Ministry.
REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT
- Associate’s degree from an accredited college or university; Bachelor’s degree preferred.
- Good knowledge of Microsoft Office is essential.
- Must have hands-on small and large event planning and coordination experience.
- Must be able to work weekends and/or evenings as needed during University events.
- Working knowledge of the Advancement offices CRM, Slate.
- Successfully pass a background check.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment. Physical demands include:
- Moves objects (less than 20 pounds) long distances (more than 20 feet).
- Ability to be mobile campus wide for appropriate business needs.
- Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
- Reading, writing, speaking, hearing, standing, bending, sitting.
- Learning and comprehending.
- Requires visual concentration on detail.
- Manual dexterity and precision required for keyboarding
- Must be able to sit for long periods at a time at a computer
- May occasionally be required to deal with distraught people.
- Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
- Must be able to communicate effectively with people at all levels under stressful conditions.
Must maintain strict confidentiality relating to all issues in the department and Saint Martin’s University.
For additional information on this position or to apply, please visit our website at Work at Saint Martin’s .