Events Project Coordinator

Part of the University of Minnesota Foundation (UMF) Events and Creative Department, the Events Project Coordinator provides event registration services for University of Minnesota development-focused stewardship, cultivation, and benefit events. Position implements and coordinates general operations of event registrations, communications, and reporting for events supporting the Foundation's fundraising objectives.

Key Responsibilities:

Event Project Coordination (60%)

• Coordinate and execute logistical workflow for assigned event projects based on established procedures and guidelines

• Anticipate common needs and take appropriate initiative to promote a smooth registration process and pre-event guest experience

• Proactively track critical facets of each event and provide updates to manager, project team, and other necessary parties

• Adhere to timelines, manage own time, and balance competing priorities and deadlines

• Accurately and consistently manage online registration, RSVPs, data entry, reporting, etc.

• Create event registration project plans and timelines

• Coordinate event registration site building process: client meetings, template layout, and testing

• Request and triage event email communications with digital and event partners

• Create and provide event-specific elements to event production partners, including name tag template, registration reporting, etc.

Customer Service (20%):

• Collaborate with internal and/or external partners to move projects forward and ensure thorough communication of details and resources
• Professionally interface with leaders and donors on the phone, in-person, and by email
• Serve as lending program fulfillment liaison to UMF event operations and production teams
• Provide customer service for UMF, collegiate, and external (community partners) clients seeking event support

• Support projects with high attention to detail, time sensitivity, internal and/or external customers, including triaging, developing, and implementing key registration elements

Event Operations (10%):

• Work assigned UMF-hosted benefit events (held evenings and weekends), including but not limited to pre-event registration, onsite event registration, event preparation, and onsite assistance
• Provide support for UMF-hosted stewardship and cultivation events, providing on-site event support
• Research, identify, and recommend vendors, and conduct additional event-related research as assigned

• Provide work direction to student interns

Demonstrate commitment to valuing diversity and contributing to an equitable and inclusive working and learning environment (exhibit 100% of the time)

• Continuous learning in diversity, equity and inclusion for oneself and team via training, podcasts, articles, etc.

• Seek to explore and understand cultural differences and create a culture of belonging
• Develop and employ anti-racist practices and principles to accomplish work
• Advocate for employees of all ethnicities, genders, ages and backgrounds

• Cultivate and develop inclusive and equitable working relationships with employees, colleagues, stakeholders, etc.

Required qualifications:

• Bachelor's degree in Communications, Marketing, Public Relations, Business, or related field; OR a combination of education and experience as listed totaling a minimum of four years
• Excellent organization, project and time management, problem-solving, and client service skills
• Proficiency in the following software:
  • Donor Management System (DMS)
  • Workflow platforms such as Intellistack and Auction and Event Solutions, including building registration forms, and managing user accounts and permissions.
  • Asset management such as Canto Digital Asset Management and EZ Office Inventory
  • Project management systems such as Asana
  • Event seating and layout platform such as Cvent Event Diagramming
  • Financial systems including submitting and tracking payments
  • Microsoft Office applications including Word, Excel, and PowerPoint
  • Google suite including sheets, presentations, documents, and calendar
• Demonstrated ability to:
  • Collaborate effectively with multiple stakeholders across a complex academic system
  • Build and maintain successful partnerships with colleagues, donors, and vendors
  • Effectively manage work pressures and multiple priorities, applying initiative and problem-solving skills to deliver accurate results within established deadlines
  • Be flexible with work hours, including occasional nights and weekends, as required by event schedules
  • Handle multiple tasks using initiative to overcome obstacles and complete tasks accurately and on deadline

Preferred qualifications:

• Experience working in event operations and/or production at a fundraising organization

• Ability to travel off-site for event related work and transport event materials as needed

• Ability to accept and harness constructive feedback

• Demonstrate resilience and grace under pressure
• Exhibit quick and logical problem solving

At the University of Minnesota Foundation (UMF), our mission is to connect passion with possibility, inspire generosity, and support greatness at the University of Minnesota by placing donors at the heart of everything we do and every decision we make. UMF is a nonprofit organization responsible for raising and managing gifts to the University of Minnesota.

For more information about UMF, please visit https://give.umn.edu/about/about-umf.

Pay Range: $52,000-56,000; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.