Company Name: The Peninsula College Fund
Location: San Jose, CA (Hybrid)
Type: Full Time
Salary: $68,000-$72,000
Job Description:
The Peninsula College Fund makes college graduation a reality for low-income, first-generation college students. Our comprehensive program includes four-year college scholarships, one-to-one adult mentors, college and career success training, and summer internship support. We are now seeking a dynamic and committed Development Coordinator to support our development efforts.
Essential Job Functions
The roles and responsibilities of the Events Coordinator include, but are not limited to the following:
Events Coordination 80%
Pre-Event
- Collaborate with department head, assist in the creation and management of event program and timelines
- Research venues and work directly with vendors to ensure deliverables are executed on time and within budget
- Research local businesses to secure local event sponsorships
- Identify new partnership opportunities for PCF
- Work with department heads and staff to ensure there is a strong line of communication to achieve shared goals
- Track and manage event progress. Prepare appropriate weekly reports to ensure on track to hit weekly/monthly/annual goals. Develop and maintain accurate event budgets.
- Market event (social media and otherwise) for both attendance and volunteer solicitation (creates marketing collateral)
- Oversee the coordination of event collateral for assigned events (signage, websites, etc.) to ensure consistency throughout the event
- Work directly with volunteers to ensure they have what they need when they need it to be successful in their role
- Schedule and lead pre-event meetings for staff, volunteers, vendors, speakers to go over day of responsibilities, timelines, and support needed
- Develop Plan B program execution plan as a fall back for Plan A
During Event
- Coordinate and oversee pre-event set-up with staff, vendors and volunteers to meet objectives
- Manage event agenda/timing to ensure the event stays on time
- Problem-solve as issues surface during the event
- Manage volunteers to ensure they are supported in their role and that their experience is positive
- Coordinate and execute event clean-up with staff and vendors.
Post Event
- Develop and send out post-event thank you and evaluation (as applicable); oversee responses and share feedback with staff
- Hold a post-event staff meeting to discuss event challenges and successes
- Document event in database for each participant including no-shows and excused and unexcused absences
- Update planning documents to include lessons learned and best practices
Alumni Association
- Serve as primary contact for PCF Alums
- Support Alumni Association Event Committee
- Keep PCF Alums apprised of PCF happenings, volunteer opportunities, etc.
- Help plan (with the assistance of the Event Committee) and execute 4 events for alums (2 social and 2 professional development)
Fund Development (20%)
- Maintain donor database (currently Live Impact) by tracking all revenue transactions (i.e. picking up mail/checks) on a weekly basis and recording all gifts (checks, online, stocks, Benevity, GreaterGiving, etc.) through PCF’s revenue tracking system
- Track and acknowledge all appeals, donations, receipts, and reports
- Update donor content
- Generate reports as requested
- Manage and maintain donation websites and donation-related vendor relationships
- Own scholar update process by reaching out to scholars and relaying the updates to sponsors
The above statements are intended to describe the general nature and level of work performed by the incumbent in this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills. Duties, responsibilities, and activities may change at any time with or without notice.
Qualifications
Values
- Passion for educational opportunity and equity
- Desire to empower others through service
Required Qualifications
- Bachelors’ degree in related area and 2+ years of related work experience and/or equivalent experience/training
- Skilled in effectively meeting budget and time constraints
- Highly developed judgment, decision-making and problem recognition/avoidance/ resolution skills, including skilled in determining those issues/problems that need to be brought to management’s attention
- Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines
- Ability to give clear directives and use independent, rational judgment in the decision- making process
- Working knowledge of how to design event collateral including invitations, programs and posters and producing event materials such as name tags, place cards, programs, invitation copy, timelines and budgets
- Attention to detail with event documentation and database administration
- Comfortable planning 2-3 events concurrently, managing budgets, timelines, and vendor partnerships
- Proficient in Microsoft suite, Google suite, Canva, and social media platforms (IG)
Preferred Experience
- Knowledge of concepts, principles and best practices of event planning and public relations, including design, organization and event execution
- Highly developed interpersonal communication skills including social perceptiveness
- Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities
- A positive and energetic attitude
Work Environment & Benefits
Work Environment
- We have a hands-on, collaborative, and entrepreneurial work environment.
- We believe in an inclusive work environment that fosters individual growth and team empowerment.
- While we take our work very seriously, we also like to have fun and enjoy each other’s company. We have a sunshine committee that plans fun events for staff.
The Peninsula College Fund is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
