Engagement Coordinator

Salary Grade

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Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $20\.68 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

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POSITION OBJECTIVE

Reporting to the assistant vice president of donor relations and events, the engagement coordinator is responsible for planning, and executing events and programs that communicate and celebrate Case Western Reserve University's achievements, priorities, and impact. This position is responsible for supporting the Office of Donor Relations and Events activities to include budget/ invoice coordination, AlumnIQ coordination, preparing presentations, list coordination, managing relationships and overseeing meeting/event logistics. The incumbent will also assist the assistant vice president of donor relations and events with administrative tasks such as managing meeting schedules, activities, and materials. Work involves independent judgment and decision making to implement strategies and tasks necessary to handle all the aspects of the events. The engagement coordinator will assist the Office of Donor Relations and Events with implementation of customized donor and development events and programs activities.

ESSENTIAL FUNCTIONS

• Manage schedules, budgets, travel, and reimbursements for the Office of Donor Relations and Events staff, specifically, the assistant vice president, in support of events, programs, and engagement activities. Track and order office supplies and maintain accurate documentation for budget reconciliation. Effectively manage department expenditures, meet with department staff to reconcile monthly expense statements, provide budget forecast recommendations to the assistant vice president, manage expense reports, process journals, and partner with the procurement office for special contracts as needed. Support the recruitment, hiring, and onboarding of new employees. (20%)
• Produce event briefs and attendance reports and evaluate impact based on tracked metrics for the Office of Donor Relations and Events, senior leadership, and others as necessary. Recommend areas of improvement for future events and programs. Contribute to departmental efforts for establishing organizational systems. (20%)
• Collaborate with the senior director of development events, director of university events, and other members of the administration on large university events involving the president and provost. This collaboration includes planning, implementation, and design of events including commencement, building dedications, lectures, inaugurations, or other meetings/activities. (15%)
• Serve as the AlumnIQ for everyday events registration software point of contact for the University Relations and Development division, assisting with onboarding, training, and data maintenance and compliance. Maintain a close working relationship with the Founder and CEO of AlumnIQ and their team, staying up to date on best practices. Reconcile event income received through the AlumniQ gateway processor. (15%)
• Serve as primary contact for incoming and outgoing communications and maintenance regarding all Office of Donor Relations and Events activities, including event attendance, contact reports, and committee participation. (10%)
• Interact extensively with university donors and staff at all levels of the university to develop ideas and initiate collaborative engagement activities. (10%)

NONESSENTIAL FUNCTIONS

• Use superior interpersonal and negotiation skills when working with others to ensure presidential standards and protocol are followed for all programs and activities. Participate on committees and working groups as needed to represent the president's and provost's interests as they relate to donor relations, meeting/events, protocol, and stewardship. (5%)
• Assist the assistant vice president of donor relations and events, senior director of development events, and director of university events in planning of meetings/events and providing complete event management services with other donor, university, and development programs and events as required. (5%)
• Perform other duties and responsibilities as assigned. (\<1%)

CONTACTS

Department: Contact with assistant vice president, senior directors, director, and staff as required to perform essential functions.

University: Contact with the president's office, university-wide dean's offices, vice presidents, trustees, alumni, and alumni and development staff in schools and management centers, faculty, and staff as required to perform essential functions.

External: Contact with friends of the university, corporate, foundation and community leaders, donors, alumni, and outside vendors and consultants as required to perform essential functions.

Students: Contact with students/student volunteers as required to perform essential functions.

SUPERVISORY RESPONSIBILITY

No direct supervisory responsibility. Manage student volunteer schedules and activities at events and programs.

QUALIFICATIONS

Experience: 1 or more years of professional experience required, with a focus on meeting/event planning, hospitality management, customer service, or related field. Experience in tracking and analyzing established metrics. Experience in non-profit or university setting and budget management is preferred.

Education: Bachelor's degree required.

REQUIRED SKILLS

• Proven ability to plan, initiate, manage, and evaluate challenging logistical situations.
• Demonstrated ability to anticipate and resolve complex issues involved in event schedule management.
• Proven ability to troubleshoot and to identify problems and appropriate responses to complex issues involved in event and schedule management.
• Attention to quality and detail are essential.
• Strong writing skills and proofreading.
• Flexibility, tact, approachability, and responsiveness.
• Ability to discreetly handle sensitive information.
• Demonstrated excellent communication and interpersonal skills are necessary, as is the ability to interact with diverse internal and external constituencies. Proven ability to work both autonomously and within a team. Ability to interact with colleagues, supervisors, and customers face to face.
• Must be able to work outside of regular office hours on a regular basis, including evenings and weekends.
• Computer proficiency (including Microsoft Office) and the ability to learn new programs.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

WORKING CONDITIONS

General office working environment. Flexibility to work evenings and some weekends.

Hybrid Eligibility

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This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

EEO Statement

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Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

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Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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