The Park School of Buffalo

Kim Ruppel
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Job Summary

Job Type

Full Time

Relevant Work Experience

3-5 Years

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Advancement Events Coordinator

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Founded in 1912, The Park School is a college-preparatory day school serving 300 students in prekindergarten through grade 12. Through a rigorous and progressive curriculum, the School develops in students the habits of mind and essential skills that lead to success in college and life. The Park School is an equal opportunity employer and welcomes applications from all qualified professional educators regardless of race, color, creed, national origin, ancestry, gender, marital status, disability, religious or political affiliation, age, or sexual orientation. Position Summary: The Advancement Events Coordinator is a key member of the development team, reporting to the Director of Development, and is responsible for leading all major advancement events for the school. This position will own three large events (Reunion, Auction, and Board of Visitors) as well as assist with several smaller events throughout the year. This includes all aspects of event planning, from start to finish - setting and following a budget, tracking expenses and income, chair and volunteer recruitment and management, coordination with Park faculty and staff, vendor relations, set up and break down, food service, donation and sponsorship solicitation, encouraging attendance and participation, all event communication, and work back schedules. REUNION (MID-JUNE) Create and implement a menu of event offerings for the weekend to include, but not limited to, evening on-campus cocktail party, individual class off-campus gatherings, campus tour, and Sports Hall of Fame. Manage all event details - coordinating event registration and attendance, photography, catering, set-up, takedown, decorations, audio-visual, program, run of show, volunteer staffing and meals, merchandise sales, collateral, giveaways, etc. Build relationships with class agents and special reunion classes to help plan reunion weekend. Develop, schedule, and manage communications (email, snail mail). Process registrations and responses. Recruit and coordinate volunteers as needed for each event. Coordinate post-event activities - thank you letters to volunteers, invoicing, etc. BOARD OF VISITORS (MID-OCTOBER) Manage all event details - menu of event offerings, class visits, work session(s), photography, food service, set-up, takedown, audio-visual. Work with the Division Heads to compile a class visit schedule ahead of time for the Visitors. Prepare and distribute (mail and email) invitations to the Board of Visitors members. Collect and track RSVP for each event. Coordinate post-event activities - survey to attendees, clean up of spaces, etc. AUCTION FUNDRAISER (MID-MAY) Serve as the point person responsible for Park's largest annual fundraising event, which nets between $75,000 and $100,000. Under the direction of the Director of Development, help to identify and secure event chairs. Form a volunteer committee and meet regularly to initiate and carry out a plan for item solicitation, sponsors, catering, and decorations. Use the Auction software, Greater Giving, to input, manage, and track all event details including item donations, sponsorships, cash donations, attendees, purchases, table assignments, and more. Provide weekly progress reports to the Director of Development to ensure the event is on track to reach goals. Requirements:  Bachelor's Degree  Minimum 2-3 years of experience at a non-profit organization.  Direct experience leading a fundraising event (Auction-type event preferred).  Experience utilizing event management software (Greater Giving or similar).  Experience utilizing Raiser's Edge, or another similar CRM database. Desired Skills and Traits:  Exceptional communications skills.  Goal oriented and outcome driven.  Self-starter, ability to work independently.  Ability to multi-task.  Creativity in solving problems; resilience when faced with roadblocks.  Excellent organization and time-management skills.  Strong attention to detail and organization.  Ability and desire to form meaningful relationships with vendors, volunteers, and participants.  Project management experience, including volunteer management.  Positive attitude and a sense of humor. Other Information:  This role does not currently manage employees, but does oversee projects that use both volunteers and board members.  This position is full-time and year round. Hours are Monday through Friday, 8am-4:30pm.  This position does not offer any remote work opportunities.  Must have ability to work occasional nights and weekends for events.  All employees at Park must be fully vaccinated against COVID-19. Job Types: Full-time, Contract Pay: From $40,000.00 per year COVID-19 considerations: All Park employees are required to have received the vaccine for Covid-19.