Events Coordinator

Keck Medicine of USC Advancement (Keck Advancement) is seeking an Events Specialist (the Specialist). Reporting to the Director of Events, the Specialist will play a critical support role, working closely with all members of the Keck Advancement team to provide high-level support for events and various projects that steward and engage Keck Advancement donors.

Part of the Specialist’s portfolio will include the management of virtual donor engagement events and virtual components of select in-person events. The Specialist joins a growing donor relations and events team to handle the needs of USC’s $3B Campaign for Health, and will work collaboratively with advancement and events colleagues across Keck Advancement, the USC Keck enterprise (Keck School of Medicine, Keck Medicine of USC, Norris Comprehensive Cancer Center, Verdugo Hills Hospital, and more), and USC. The Specialist will have opportunities to grow and develop events management skillsets.

The individual who holds this position is expected to be detail-oriented and organized, maintain a sense of protocol, posess interest and skills in event coordination as well as event asset management, demonstrate strong creative and design abilities, work proactively on projects, manage multiple stakeholder and event needs and priorities, excel in customer service, budgetary, and administrative abilities, and promote an environment that fosters inclusivity and creates unbiased opportunities for contributions through ideas, words, and actions that uphold principles of the USC Code of Ethics.

This position is currently hybrid (remote and in-office weekly).

Responsibilities

• Support the coordination, planning, and analysis of development events including, but not limited to, annual football suite entertainment, gift celebrations, Health Giving Circle events, internal advancement events, and more.

• Assist with execution of core events tasks including scheduling of planning and follow-up meetings, management of event guest lists, RSVP management, vendor outreach, event photo and asset management, handling event follow-up communications, staffing events to monitor activities and ensure details are handled as planned, and more.

• Work with Director of Events to determine event staffing needs (e.g., security, janitorial services, catering), and secure additional workers as required. Support and guide volunteer staff involved in event execution.

• Lead virtual event management by planning and implementing stakeholders’ virtual event needs. Manage Zoom meeting and webinar scheduling, recordings, live sessions, and post-event production needs for fully virtual events and virtual components of in-person events. Act as point-person for virtual event follow-up. Measure performance of virtual events.

• Manage comprehensive event tracking systems, project pipelines, intake of events requests, and other management tools to ensure requests are fulfilled, responsibilities assigned, and deadlines met for core events activities.

• In close collaboration with Events Director, support the design of events surveying and events metrics to analyze performance and ROI of development events. Provide regular updates to the Director of Events, Senior Director of Donor Relations, and Keck Advancement management team members on event metrics.

• Maintain master events calendar and help promote and share events in internal staff communications.

• Review and reconcile budgets and expenditures for events. Coordinate with internal stakeholders (e.g., budget and finance teams) to process payments to vendors as necessary.

• Perform light graphic work using InDesign or similar design software for specialized event graphics and collateral.

• Contribute to the strategic implementation of the events operation. Collaborate in the development, execution, and maintenance of new donor stewardship events and engagement opportunities.

• Foster key partnerships with Keck- and University-wide advancement and events partners to ensure collaboration, efficiency, and alignment; and, serve as a liaison between Keck Medicine of USC and other USC advancement and events staff.

• Perform other duties and special projects as assigned. The University reserves the right to add or change duties at any time.

Minimum Qualifications:

• High school or equivalent for education

• 2 years of experience with special events planning, fundraising management, or alumni and volunteer management. Experience with contracts and other legal documentation. Ability to support event planning. Experience with audio/visual equipment. Excellent organizational skills and ability to maintain multiple schedules. Excellent interpersonal and written and oral communications skills.

Preferred Qualifications:

• Bachelor’s degree.

• At least 3 years of relevant experience.

• Previous work in development and/or academic setting.

• Experience and comfort with organizing and implementing virtual events or virtual event infrastructure.

• Experience with special events planning, fundraising management, project management, or alumni and volunteer relations management.

• Ability to support event planning (e.g., developing concepts, creating and estimating budgets, producing promotional materials).

• Excellent written and verbal skills.

• Strong interpersonal and relationship-building skills.

• Ability to work both independently as well as cooperatively with team members.

• Exercise high level of integrity and honesty.

• Demonstrate sound judgment, effective decision-making skills, and discretion (including maintaining confidentiality as required).

• Critical thinking skills and ability to problem solve, propose solutions, and make recommendations.

• Experience with Salesforce, including Marketing Cloud, as well as email marketing tools, Adobe, event management software, and other design and database software programs.

• Experience with InDesign preferred, but not required.

• Ability to work some evenings and weekends, as necessary.

Please submit a cover letter along with your resume.

The hourly rate range for this position is $32.16 - $36.65. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations

USC has excellent benefits, including health benefits for staff & their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions; tuition benefits for staff & their family; free online professional development classes; discounts to football, basketball & other campus events.

The University of Southern California values diversity and is committed to equal opportunity in employment.

Minimum Education: High school or equivalent
Licenses:
Minimum Experience: 2 years
Minimum Skills: Experience with special events planning, fundraising management, or alumni and volunteer relations management. Experience with contracts and other legal documentation. Ability to support event planning (e.g., developing concepts, creating and estimating budgets, producing promotional materials). Experience with audio/visual equipment. Excellent organizational skills and ability to maintain multiple schedules. Excellent interpersonal and written and oral communications skills.
Preferred Education: Bachelor's degree Hospitality Management Or Bachelor's degree Business Administration Or Bachelor's degree Communication Or Bachelor's degree Public Relations Or Bachelor's degree in related field(s)
Preferred Experience: 3 years
Preferred Skills: Experience in higher education. Experience planning and coordinating corporate events. Proven leadership and project management abilities. Understanding of all relevant state and local event regulations. Knowledge of local community. Fluent in one or more languages other than English (e.g., Spanish, Korean).