EVENTS AND DONOR RELATIONS ASSISTANT - University Advancement - Special Events
at Tufts University - Medford in Boston
The Office of Special Events works together with the individual school development officers and senior administrators to provide donor recognition and cultivation through events. The goal is to build ongoing relationships with contributors and heighten their philanthropic interest in the university. The department coordinates and manages approximately 50 special events per year with attendance ranging from 15 to 5000 guests.
The Central Office of Donor Relations establishes donor-centered stewardship programs and consistent protocol across the University for acknowledging, recognizing, celebrating, and communicating with donors about the impact of their investment in Tufts University, which is in the midst of a $1+ billion campaign. Through its activities, Donor Relations builds and nurtures the Universitys relationship with its donors.
Both the Offices of Special Events and Donor Relations report directly to the Director of Communications and Donor Relations for University Advancement.
The Special Events and Donor Relations Assistant is responsible for assisting the Event Planners and Director in planning and executing recognition and cultivation events for the University’s alumni and donor populations. As a key member of the events team, the Special Events and Donor Relations Assistant works closely with members of the team to create blueprints for individual events in response to the needs of the donor and recommendations of the assigned development officer. The Special Events and Donor Relations Assistant works closely with the Director and Event Planners to:* Book venues, caterers, entertainers, and other vendors; * Arrange and attend site visits; * Map out event timelines; * Create invitation lists; * Work with writers and designers on the collateral for events (e.g. invitations, programs, menu cards, etc.); * Print and mail invitations and track responses; * Coordinate with internal offices (e.g. Conference Bureau, Catering) to ensure set up of event; * Secure audio-visual support as needed; * Staff special events.
The Special Events and Donor Relations Assistant will provide assistance to the Senior Associate Director of Donor Relations on the President and Provost personal acknowledgement program that will entail scanning personalized letters, tracking status, and distributing final letters. She/he will assist with donor recognition activities such as working with vendors to secure Tufts gifts, preparing and sending those gifts and gathering financial and narrative information for donor reports. The Special Events and Donor Relations Assistant will also work with donor gift beneficiaries to order business cards and letterhead for professorship holders, and to track and scan thank you letters from scholarship recipients.
Basis Requirements:This position requires a Bachelor’s degree and 1+ years of special events and/or donor relations experience or comparable experience. The selected candidate must be fluent in Microsoft Word, Excel and have some experience with complex databases. The Special Events and Donor Relations Assistant must be customer-service oriented, have the ability to work diplomatically with a wide variety of constituencies, and the skills to handle multiple projects simultaneously.The ability to work under pressure is essential as is being able to manage competing demands while maintaining a flawless customer service orientation. The selected candidate must be extremely organized and have excellent interpersonal skills. The ability to be tactful and discreet and maintain confidentiality is mandatory. The Special Events and Donor Relations Assistant must demonstrate attention to detail and effective time management skills. This position requires a high degree of professionalism as it will work closely with key senior university administrators, trustees, alumni, parents, students and friends of the university as well as colleagues in various departments on all campuses.
Preferred Qualifications:Experience with SunGard Advance or a comparable donor and information management system is highly desirable. Experience in Higher Education is a strong plus.
Special Work Schedule Requirements:Occasional overtime, evening and weekend work required.
Tufts University is an AA/EOE employer and actively seeks candidates from diverse backgrounds.