Job Description

Event Coordinator

About Ursuline Academy

Ursuline Academy of Dallas is an independent Catholic college preparatory school for young women in grades 9-12. Educating students for 145 years, the Academy is the oldest continuously operating school in Dallas. With a distinguished tradition of academic excellence, innovation, and service, Ursuline educates young women for leadership in a global society.

In 2018, Ursuline launched a significant comprehensive campaign, which will generate financial support for its endowment, operational priorities, and transformational enhancements to its physical campus. To support this campaign and the long-term engagement of alumnae, parents, and friends of the school, Ursuline seeks a talented individual to join the team as Event Coordinator.

Position Description

The Event Coordinator is responsible for the execution of activities related to event-based community engagement and fundraising. Each year, the Academy engages in a series of activities that cultivate relationships with various constituencies and generate financial support for fundraising priorities as established by the President and Chief Development Officer. The majority of these events are overseen by the Director of Alumnae, Parent, and Community Programs and the Director of Volunteer Relations and Development Events. The Event Coordinator reports jointly to those two individuals. The individual in this role is responsible for the logistical execution of event/program activity and partnering with the many volunteers who support these efforts. This is a 12-month non-exempt position.

Responsibilities

  • Under the guidance of his/her supervisors, provide essential support for the successful execution of the following priority programs:

o The Annual Auction (generates scholarship support)

o Community Engagement Events and Programs, devised to increase community involvement at Ursuline and deepen relationships between community members and Ursuline, and engage them in the delivery of Ursuline's educational mission.

  • Event Execution

o Manages the coordination of event logistics from initial planning stages to implementation.

o Prioritizes guest experience and ensures that their interaction with the Academy is seamless and consistent with the highest level of professionalism.

o Facilitates communications between volunteers, event vendors (caterers, audio/visual, insurance, etc.), and internal staff members. In particular, internal communications must be proactive and timely to ensure that Academy leadership and teammates are well-prepared for their respective roles in event production.

o Responsible for facilitating event RSVPs.

  • Volunteer Support

o As assigned by supervisors, partners with volunteers to execute event-based activity.

o Provide exceptional customer service to volunteers and foster relationships that enhance volunteer affinity for the Academy.

o Generate proactive and timely communications with volunteers to ensure that they are well-informed about their roles and responsibilities.

o Steward volunteer involvement and achievements as appropriate.

  • As needed, support Directors in the oversight of budget management activity including tracking of expenses, payment of invoices, etc.
  • Some evening/weekend work will be required.

Education, Experience, Qualification, and Skills

High school diploma or equivalent is required. Bachelor's preferred.

A minimum of two years of work experience is preferred; if possible, in a development office, nonprofit environment, educational institution or in a fast-paced office with high visibility. Familiarity with independent and/or Catholic schools is desirable.

Significant experience managing event logistics is required.

Candidate must demonstrate strong verbal and interpersonal communications skills to effectively interact with a wide range of constituencies. Must also demonstrate a strong customer service orientation.

Candidate must demonstrate strong written communication skills with ability to disseminate information into precise and effective written communications. A strong focus on attention to detail is essential.

Candidate will have access to and involvement with confidential information. Tact and discretion must be used in all internal and external interactions.

Candidate must possess strong time management, organizational and planning skills with the ability to multi-task in a fast-paced team environment. Must also possess strong problem solving skills with the ability to be resourceful, proactive, and seek assistance as needed. Strong project management skills are essential.

Candidate must demonstrate proficiency in Microsoft Word, MS Excel, spelling and grammar. A high level to advanced knowledge of MS Office software is required as the candidate will work extensively with Excel spreadsheets, mail merges and multiple databases.

Experience working with a constituent database (i.e., Raiser's Edge, etc.) is preferred.

Priority consideration may be given to submissions received by July 22, 2019.

Please submit a cover letter and resume by visiting http://www.ursulinedallas.org/about/careers and following the "How to Apply" instructions.