Advancement Events Manager

Saint Martin’s University and the Office of Institutional Advancement are seeking an Advancement Events Manager The Advancement Events Manager will report to the Associate Vice President in the Office of Institutional Advancement (IA).
This position is pivotal in ensuring seamless event coordination, and requires meticulous tracking and provides extensive administrative support.
Entrusted with the independent management of administrative tasks, the position plays a critical role in the orchestration of IA fundraising efforts, from confirming sponsors and donors to the comprehensive planning of all IA events.
Beyond internal coordination, the Advancement Events Manager serves as a key liaison with various University Departments, facilitating event planning and development initiatives as an IA representative.
The ideal candidate will embody the highest standards of integrity and professionalism, combining a keen sense of diplomacy with a proven capability to handle confidential matters and sensitive situations with discretion.
SAINT MARTIN’S UNIVERSITY Saint Martin’s University and the Office of Institutional Advancement are fully committed to creating an accessible, supportive environment and an experience that recognizes diversity, equity, inclusion, and belonging as integral components of workplace success.
Applicants whose work incorporates a global perspective of diversity, equity, inclusion, belonging, and a demonstrated commitment to issues of diversity in higher education are encouraged to apply.
Established in 1895, Saint Martin’s University is the educational mission of Saint Martin’s Abbey, a Catholic Benedictine monastery, whose members pray, work, and live together on the University campus.
The physical beauty of Saint Martin’s 300-acre campus reflects the rich intellectual and spiritual nature of its presence in the Pacific Northwest.
Essential features of University life are animated by its Benedictine identity and its participation in the centuries-old traditions of Catholic intellectual thought and the search for truth.
Thus, the University honors students and guides them towards achieving academic excellence.
Superior teaching is the expected norm.
Rooted in the long tradition of the liberal arts, the University curriculum cultivates creativity and the ability to communicate and pursue ideas; critical thinking and independent inquiry; academic proficiency; the formation of sound ethical judgments; and service to humanity.
Reflecting the Benedictine virtue of hospitality, the University welcomes and, indeed, seeks students and employees not only from the Pacific Northwest, but also from other parts of the nation and the world at its main and extension campuses.
Saint Martin’s treasures persons of all ages, religions, and nationalities as it encourages cognizance of diverse viewpoints and an appreciation of all cultures.
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 an ethnically diverse setting 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.
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.
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.
Creates event sponsorship documentation including proposals, invoices, and receipts and corresponds with sponsors regarding advertising materials.
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.
Acts as assistant to Event Planning Specialist for Gala ensuring time and detail preparation for all necessary meetings, projects, events, and in-office work.
and maintains office files, etc.
Maintains minutes for all Gala Executive Committee meetings.
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.
Assists 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.
Supervises and delegates tasks to Office of Institutional Advancement student employees.
Perform other duties as assigned.
EDUCATION OR SKILLS: REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT Bachelor’s degree preferred, or equivalent combination of education and experience.
Excellent oral and written communication skills Experience using a customer relationship management (CRM) system, preferably in higher education.
Experience in planning and managing special events and stewardship activities.
Successfully pass a criminal background check.
POSITION REQUIREMENTS: COMPETENCIES 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.
Must be supportive of a Catholic, Benedictine philosophy of education.
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.
Working knowledge of the Advancement offices CRM, Slate.
Successfully pass a criminal background check.
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 work weekends and/or evenings as needed during University events.
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.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.
In accordance with the Americans with Disabilities Act, and all other applicable laws, Saint Martin’s University provides reasonable accommodations for qualified persons with disabilities.
A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
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.
Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
Must maintain strict confidentiality of all constituent information and records.
May be required to attend conference and training sessions within Washington State or other out-of-state locations.
May be required to occasionally travel to outside vendors or suppliers.