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Events Manager - Advancement
Job Number: 2021-38866
Category: Administrative Professional
Location: Shrewsbury, MA
Shift: Day
Exempt/Non-Exempt: Exempt
Business Unit: UMass Med School
Department: School - Adv-Events - W400136
Job Type: Full-Time
Salary Grade: 45
Num. Openings: 1
Post Date: Nov. 12, 2021

GENERAL SUMMARY OF POSITION:

Under the general direction of the Director of Advancement or designee, the Events Manager will plan and execute all logistics for special Advancement events in support of UMass Chan Medical School.  TheEvents Manager will ensure that all events enhance the UMass Chan Medical School’s relationship with its donors and friends.

MAJOR RESPONSIBILITIES:

  • Oversee the planning and execution of fundraising and donor cultivation events that support UMass Chan Medical School to include but not limited to the Reunion Weekend, UMass Chan Cancer Walk, leadership councils, advisory boards, and special donor cultivation activities
  • Manage all event logistics, from start to finish, including site/room selection/booking, food and beverage, décor, audio-visual requirements, parking/security, attendance, transportation, and travel arrangements as needed
  • Negotiate and review all event related contracts with service providers and ensure their timely payment
  • Establish event timelines for institutional leadership and vendors to ensure all event details are communicated efficiently and effectively
  • Work with members of the Advancement Staff, including the Manager of the Cancer Walk and Run, Director of Alumni and Parent Programs, Major Gift Officers, Corporate and Foundations Relations, Annual Funds and Donor Relations as appropriate
  • Communicate event details with Advancement staff, internal staff, volunteers, vendors, and all appropriate stakeholders
  • Attend all events and act as point person for Advancement staff, vendors, facilities staff, parking attendants, Dept of Public Safety, and others as required
  • Prepare budget and track pertinent data, including expenses, on all events to ensure that they stay within budget guidelines
  • Schedule and manage volunteer staffing when necessary
  • Meet with event colleagues across the University of Massachusetts system and local event planning groups to share ideas and best practices
  • Review all invoices and forward for appropriate signature and payment
  • Perform other duties as required

REQUIRED QUALIFICATIONS:

  • Bachelor’s degree in a related field, or equivalent experience
  • 4 years of meeting, event planning, or related experience
  • Broad knowledge of meeting industry contracting standards and practices
  • Experience with site selection and contract negotiation, food and beverage planning, developing audio-visual requirements, budgeting, creating timelines and event related materials, and onsite execution
  • Requires excellent project planning, organizational, interpersonal, and verbal and written communication skills
  • Demonstrated ability to prioritize tasks, handle multiple tasks simultaneously, complete quality work on a timely basis within frequent, tight, deadlines, and to utilize effective problem resolution skills
  • Possess both creativity and an exceptional level of attention to detail
  • Ability to work well autonomously and as part of a team
  • Ability to work effectively with all levels of management
  • Strong negotiation skills to work with vendors on pricing
  • Extensive knowledge of Microsoft Excel, Word, Outlook, and PowerPoint
  • Experience in institutional advancement a plus
  • Ability to travel to off-site locations and work nights and weekends as required

Check Out Our Advancing Careers 
HR Daily Blog
Published May 10, 2021

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Published Nov. 27, 2018

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