Engagement Coordinator, Events and Registration Management

The University of St. Thomas invites qualified candidates to apply for an Engagement Coordinator III position within the University Advancement department, supporting Events and Registration Management.

 

The University of St. Thomas embraces diversity, inclusion, and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion a diverse, equitable and inclusive environment.  The University is an Equal Employment Opportunity Employer (EEO).  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, status as a protected veteran, or other protected characteristic.  We are committed to building a skilled team that represents a variety of backgrounds and perspectives. This commitment is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good.  A successful candidate will possess a commitment to the ideals of this mission.

 

JOIN OUR COMMUNITY

The University of St. Thomas offers a competitive and comprehensive benefits program, which includes:

• Up to 100% tuition remission for employees and dependents upon eligibility
• Up to 50% tuition remission for spouses upon eligibility
• A generous Employer retirement contribution of 9.4% of annual salary upon eligibility
• Medical, dental, and vision options
• Employer-paid disability, life, and AD&D benefits

 

JOB SUMMARY

Reporting to the Senior Events Officer, the Engagement Coordinator assists with the execution of a comprehensive slate of University Advancement (UA) programming, events and experiences to build constituent affinity, increase alumni engagement and advance university fundraising. This position is responsible for program planning, on-site event logistics support and managing registration systems from beginning to end, including data collection, analysis and reporting.

 

The Coordinator interacts with donors, alumni, students, faculty, staff, volunteers and guests of the university. They represent the University Advancement team with all constituents and demonstrate a high degree of customer service, diplomacy, consistency and integrity.

 

ESSENTIAL FUNCTIONS

Registration and Data Management

• Responsible for preparing, capturing and reporting on all facets of the event registration process using current systems and databases. This includes setting up, opening and closing, and maintaining the registration system.
• Develops, interprets and distributes event registration reports; makes recommendations to increase engagement and registration from key audiences.
• Delivers efficient registration processes both online and on site; manages guest walk-ins, no-shows, substitutions, payments and table assignments.
• Supports post-event evaluation and audits; tracks/codes, summarizes and analyzes engagement data; retains historical records.
• Trains university employees on registration processes, as needed.
• Documents and maintains registration processes and procedures.

 

Program Coordination

• Assists in planning, logistics and on-site execution of UA events and programming, contributing to an exceptional guest experience. Responsibilities may include (but are not limited to) preparing production schedules and budgets, tracking workflows, coordinating room reservations and catering requests, managing room preparation and set-up, arranging accommodations for in-person and remote attendees, managing guest communications, producing print material for events and providing ongoing support for evolving event needs.
• Ensures that project and program deliverables are on time, within budget and at the required level of quality.
• Serves as liaison for internal and external constituents; consults with guests, project teams and university partners; troubleshoots questions and issues related to programs and registration.
• Assists with recruiting and directing event volunteers.

 

Administrative and Operations

• Establishes and coordinates effective communication channels for the team, university partners and external constituents.
• Manages department outreach and touches for special events and milestones, such as greeting and sympathy cards, speaker gifts or floral arrangements.
• Other duties as assigned, including ordering and managing office supplies.

 

Ability to work some nights and weekends.

 

Minimum Qualifications

• High school education or the equivalent

• Four years of administrative support experience

• Excellent communication skills and exceptional attention to detail

• Demonstrated ability to build relationships, manage multiple projects simultaneously and meet deadlines

• This position requires the ability to work some nights and weekends

Preferred Qualifications

• Experience with event planning and data management, including data entry, analysis and reporting

An equivalent combination of education and experience from which comparable knowledge and skills have been acquired may be substituted.

 

HOW TO APPLY

All interested candidates must apply online at https://www.stthomas.edu/jobs/ . Follow the instructions to complete an online application which includes creating or updating an applicant profile, uploading a resume, and completing a job specific application.

 

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires consent and successful completion of a background screening.

 

Official job posting is available at www.stthomas.edu/jobs .

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