Events and Development Coordinator

Event and Development Coordinator

Full-Time

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.

MISSION

Our mission is to empower low-income, first generation college students to graduate and obtain a job that aligns with their career goals.

WHO WE ARE & WHAT WE DO

Starting as a grassroots effort to support three scholars in 2005, PCF has steadily grown and today has served over 530 students and awarded over $3.7 million in scholarships. PCF operated as a completely volunteer-run agency until late 2010, and currently employs a small (but growing) staff. The Development Coordinator is a full-time, 40 hours/week, non-exempt position, reporting to the Director of Development.

We support our scholars through four key programs:

1. Scholarships: Each student receives a scholarship of $3,000/year for all four years of college.
2. One-to-One Mentoring: We carefully match each scholar with one caring adult who provides support, counsel, networking, and positive role modeling to help each student complete college. We provide our mentors with ongoing training and continuously evaluate and improve our mentoring program.
3. College and Career Success Events: We provide all students with targeted, in-depth training events to give them the tools for college completion and career readiness.
4. Summer Internships: We provide internship application support for our scholars, ideally for summer internship placements.

Reporting to the Executive Director, the Event and Development Coordinator will plan and execute fundraisers, student-facing events, as well as volunteer events, including but not limited to:

• Donor/Mentor Appreciation
• Interview Day
• New Scholar/New Mentor Orientation
• Awards Ceremony
• Career Exploration Fair
• Annual Golf Invitational
• College Success Collaborative Conference
• Annual Fall Fundraiser
• Board/Staff Holiday Party
• Alumni Association Events

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.

Work Location

This position is based out of our San Jose office. Currently, staff is expected to come to the office at least once a week.

Sobrato Center for Nonprofits – San Jose

1400 Parkmoor Ave, Suite 240

San Jose CA, 95126

COMPENSATION & BENEFITS

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.

Salary & Compensation

• Salary: $68,000-72,000
• We offer a generous benefits package:
  • Leave: Eligible full-time employees are entitled to12 days of vacation,12 paid holidays, 10 paid sick days and a flexible work schedule when needed.
  • Health, Dental, and Vision Benefits
  • 403(b) Retirement Plan.

OUR HIRING PROCESS

We will review resumes on a rolling basis until the position is filled.

• We will conduct initial phone screening interviews, one virtual interview, and one in-person interview. Candidates will be asked to complete a performance assessment.
  

Application Submission

• Please submit a cover letter and resume. In your cover letter, please address the following:

• Your belief in PCF’s mission
• Why you believe you are qualified for this position
• In what areas in the “Essential Job Functions” section might you need some support?
• Where you learned of this opportunity

• Only applications that include both a cover letter and a resume will be considered.
• No phone calls, please.
• Application deadline open until filled.