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Coordinator, Outreach and Volunteer Engagement

University of Chicago

University of Chicago

Chicago, IL, USA
Posted on Monday, December 18, 2023

Department

BSD DEV - Events, Outreach & Volunteer Engagement


About the Department

Medicine and Biological Sciences Development’s mission is to inspire and facilitate philanthropy at the University of Chicago Medicine by building relationships with those who share its goals of advancing excellence in research, education, community, and patient care. We accomplish this mission through expertise, integrity, creativity, and collaboration.


Job Summary

The job provides professional support and solves straightforward problems in a broad range of operational business activities in the creation of plans for events programming, marketing, and logistics. With guidance from others, monitors the execution of events.

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.

  • Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.

  • Reviews and finalizes the guest lists, assists with mailing invitations and creates brochures for the event.

  • Performs other related work as needed.


Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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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 (required)


When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.


Job Family

Communications


Role Impact

Individual Contributor


FLSA Status

Exempt


Pay Frequency

Monthly


Scheduled Weekly Hours

37.5


Benefits Eligible

Yes


Drug Test Required

No


Health Screen Required

No


Motor Vehicle Record Inquiry Required

No


Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, 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.

Staff 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.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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.