Development Events Coordinator
Development Events Coordinator
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Job Description
The Development Events Coordinator will assist in the planning and of highquality engagement and cultivation experiences for prospective and current supporters Board Members community partners volunteers as well as other development stakeholders across the KIPP Texas network. Success in this role contributes to building a strong donor pipeline retaining supporters increasing contributions (both monetary and inkind) and supporting the coordination of stakeholder engagement events. The Development Events Coordinator in collaboration with the Managers of Development Events across regions the Director of Development Events and the Managing Director of Development Events is charged with an annual fundraising goal to support our General Operating budget. As ambassadors of the KIPP mission and brand theyre responsible for raising public awareness about KIPP Texas through fundraising events. The ideal candidate will have strong organizational skills flexibility some experience in fundraising/events and the ability to build and maintain relationships both internally and externally. This position will work closely with each regional Director of Development and Development Manager to appropriately coordinate and provide local and statewide donor engagement support through fundraising events.
MAJOR RESPONSIBILITIES AND DUTIES: The Development Events Coordinator will be responsible for
Strategic Planning Program Design
Oversee research and analysis of event opportunities key dates and competitor activities to develop strategic recommendations that enhance donor engagement and align with the organizations mission.
Oversee event logistics coordination ensuring alignment with organizational goals and budgetary constraints.
Vendor & Contract Management
Lead vendor research selection and contract negotiations to ensure seamless event .
Autonomously manage the onboarding of vendors and oversee contract in compliance with budget and procurement policies.
Evaluate vendor performance throughout planning & process and provide strategic recommendations for resource allocation. Share insights to adjust event strategies based on analysis and feedback to optimize outcomes.
Lead & collaboration between the Development Events and Finance teams to streamline vendor procurement processes and ensure efficiency.
Manage vendor invoice collection and onboarding with internal KIPP teams and departments. Provide timely updates and recommendations on vendor processes to Managers.
Program Evaluation & Improvement
Provide strategic recommendations for program direction based on market research.
Resolve complex vendor issues and adapt event elements in response to participant feedback.
Analyze event outcomes and gather stakeholder feedback to refine strategies and maximize impact.
Financial Oversight & Budget Management
Manage credit card transactions process reimbursements maintain accurate records of receipts and prepare financial reports for the Managing Director and Director of Development Events ensuring all charges and payments comply with organizational policies and auditing standards.
Develop and implement team protocols for the collection of credit card statements reimbursements and reconciliations ensuring compliance with financial policies.
Lead budget reconciliation postevent and oversee financial closeout processes to ensure accuracy and compliance.
Ensure adherence to the statewide event budget of $780K.
Track fundraising progress to meet the $2 million annual goal.
Event & Operations
Own statewide travel logistics including lodging transportation and per diem budgets ensuring accurate budget tracking and management.
Schedule and oversee event closeout protocols including student gratitude experiences vendor returns and financial reconciliation.
Act as the primary liaison with the Finance team to manage financial auditing and event closeout process.
Take responsibility for executing event marketing efforts such as the delivery and pickup of
marketing materials in collaboration with the communications vendors.
Volunteer & Student Engagement
Oversee and manage student involvement and preparation including the issuing and collection of permission slips media releases and training.
Take responsibility for coordinating student transportation training and meals ensuring smooth logistics.
Comanage volunteer responsibilities alongside the Manager of Development Events providing direction and oversight on event days.
Administrative Support & Stakeholder Engagement
Coordinate and schedule team meetings and retreats overseeing all logistics to ensure smooth .
Build and maintain relationships with community partners to enhance event support and sponsorship opportunities through effective and professional communication.
Assist the development team in preparing presentations reports and correspondence related to event planning and stakeholder engagement providing clerical support and sharing insights and feedback.
Manage vendor and student postevent followups including thankyou notes/emails surveys and impact reports to strengthen stakeholder relationships.
Perform other duties as assigned
Qualifications :
QUALIFICATIONS:
Education and Knowledge:
o 12 years of event management experience with a proven record of accomplishment of managing complex projects independently. Candidates with relevant experience are encouraged to apply.
o Experience with donor databases and CRM tools preferred.
o A bachelors degree in a related field (e.g. Communications Marketing Event Management Nonprofit Management) or equivalent experience is preferred but not required.
Travel Work Time Expectations:
Preferred candidates will have access to a reliable vehicle as this role may require picking up delivering and returning eventrelated materials and supplies as needed traveling to schools etc.
Requires flexibility regarding statewide travel and lodging for event support as needed
Required to work inperson from regional offices three days a week
Must be prepared to work extended hours including evenings and weekends during peak event seasons to ensure successful event . This includes working during KIPP or public holidays as needed.
Skills:
Excellent communication and interpersonal skills for stakeholder engagement donor outreach and volunteer coordination.
Highly organized with attention to detail in logistics scheduling and financial reporting.
Proficient in event management software budgeting tools and CRM systems.
Strong decisionmaking skills with the ability to exercise independent judgment.
Budgeting and vendor negotiation skills with expertise in financial reconciliation and procurement.
Mastery of Microsoft Office particularly Excel for financial tracking and reporting.
Proficiency using computers printers copy machines
Strong followup and followthrough communication skills necessary
Additional Information :
KIPP provides equal employment opportunities for all applicants and employees. As an equal opportunity employer we hire without consideration to race religion creed color national origin age gender sexual orientation marital status veteran status or disability.
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
