Community Relations and Special Events Coordinator

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Position: Community Relations and Special Events Coordinator

Status: Full-Time, Hourly

Reports to: Marketing and Fund Development Director

Position Summary: Responsible for coordinating Special Events, Volunteer recruitment, Outreach, and Administrative support for Marketing and Fund Development Department.

Position Expected Hours of Work: This is a Full-Time position. Days and hours of work are Monday through Friday, 8:00 am to 4:30 pm. However, there may be some variability in the weekly schedule due to agency need. Occasional evenings and weekends. Staff is expected to be able to work in the office, remotely, or a hybrid of both, during regular business hours.

Essential Functions of the Position: 

Outreach:

  1. Conduct impactful outreach to establish meaningful collaborative relationships with other organizations, people with disabilities, and service providers that serve individuals with disabilities.
  2. Responsibilities for assigned outreach activities include: exhibit booths and attending events and meetings to build professional referral relationships, to include public speaking about the agency.

Volunteers:

  1. Assess agency needs for volunteers and strategically recruit volunteers to fill the needs.
  2. Through Raiser’s Edge, maintain a volunteer base to assist with internal and external events.
  3. Conduct orientations regarding the mission and objectives of the program.
  4. Maintain accurate record keeping of volunteers and hours worked in database.
  5. Provide oversight for events.
  6. Develop and implement a system for volunteer recognition and support.
  7. Review program policies and procedures with supervisor to ensure all appropriate laws (including HIPAA) and regulations is being followed.

Event Management:

  1. Assist and help plan fundraising events hosted by the Fund Development and Marketing Department.
  2. Handle day-of event needs, logistics and troubleshoot problems in a timely manner.
  3. Act as a site contact for contractors related to events and activities happening at agency.
  4. Assist other departments with event planning and management.
  5. Comply with all insurance, legal, health, safety, accessibility, and organizational obligations.
  6. Follow up post-event with all participants and external partners involved for evaluations and thank you notes. This includes providing post-event reports.

Administrative Support:

  1. General clerical functions as assigned to include maintaining electronic files for the department, donor retention and stewardship mailings, Power point presentations, event set-up and tear down.
  2. Advertising related duties: Maintain existing Excel spreadsheets for tracking agency advertising and social media efforts; responsible for maintaining binder of all agency advertising; research various advertising opportunities as needed.
  3. Agency website: Upload event information and quarterly newsletter content to website platform, make miscellaneous copyedits to website as backup.
  4. Meeting preparations: Set up coffee, agenda printing, set meeting dates and schedule as requested.
  5. Pick up and order promotional items brochures, and signage as needed.

Professional Qualifications:

  1. Excellent communications skills; both verbal and written, with internal and external audiences. Capable of building relationships on the phone, email and face-to-face.
  2. Demonstrated professionalism in manner and appearance, dressing business casual when representing agency in outreach activities.
  3. Has a positive attitude, reliability, a self-starter yet a team player, is conscientious, hard working.
  4. High school diploma or equivalent training in clerical and office procedures.
  5. Must have proficiency in a variety of computer software applications in word processing, spreadsheets, database and presentation software.
  6. Ability to operate office data processing equipment and other office equipment.
  7. Ability and flexibility to multitask with competing deadlines along with professional judgment to maintain highly confidential information.
  8. Ability to understand and apply/utilize various federal, state and local funding source regulations and documents with regard to preparation of proposals and reporting requirements.
  9. Excellent writing and proofreading skills with the ability to pay attention to details and strive for consistency.
  10. Experience with Event Planning and some Fund Development preferred.
  11. Experience with social media, eNewsletter platforms such as MailChimp preferred.
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