Project Manager, Engagement and Outreach

Job Description:

Reporting to the Director of Engagement and Outreach, IA, the Project Manager, Engagement and Outreach, IA works collaboratively on the development and execution of all Advancement events and a wide range of projects that build philanthropic support for the combined institution.

The Project Manager coordinates and manages various aspects of Berklee College of Music and Boston Conservatory at Berklee advancement events, specifically the Encore Gala and the Spring Soiree. This position also supports volunteer leader and major donor mass communications, manages the Presidential Advisory Council and relevant committees’ administrative responsibilities, assists with in-kind donations, and supports special donor trips and projects.

ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES: 

1)         Event Management - 75 %

• Collaborate with IA staff to manage on and off campus events aimed at soliciting and cultivating prospective and current donors. Logistics include but are not limited to:
• Managing email invitations and communications
• Tracking RSVPs,
• Assisting with event briefings for the Office of the President
• Providing day-of event support and checking-in guests
• Managing post-event data entry in Raiser’s Edge
• Assisting with specialized VIP donor trips, festivals and visits abroad
• Manage major donor communications for events and manage tickets:
• Collaborate with the Office of the President as needed
• Collaborate with Box Office
• Create web form for ticketing requests
• Maintain ticket tracking spreadsheet

1a) Encore Gala

• Work with Director, Engagement and Outreach, AVP, IA to meet or exceed annual fundraising goal ($1,500,000 FY22) Attend planning meetings and use project management software to track tasks and timeline Manage silent auction logistics including solicitations and donations, writing auction descriptions for program book and website, managing auction display, check-out and all additional follow-up Manage donor invoice process in collaboration with Director, Engagement and Outreach and maintain financial spreadsheets Manage vendor and performer contract process in Workday Assist with seating plan, program book, marketing communications, and event website Solicit and gather guest information and collaborate with Advancement Services  Assist with execution of the operational plan and management of volunteers Provide day-of venue support Provide additional support for Berklee annual Encore Gala including managing data in Greater Giving, assisting with registration, collecting program book listings, and other duties as needed

1b) Spring Soiree

• Work with Director, Engagement and Outreach, AVP, IA, and BCB IA team to meet or exceed annual fundraising goal (500,000 FY23) Attend planning meetings and use project management software to track tasks and timeline Assist Assistant Director, BCB IA with maintaining guest list, donor invoices, and various administrative logistics Assist with seating plan, marketing communications, and event website Provide day-of venue support 

Presidential Advisory Council (PAC) and relevant Berklee committees- 15%

• Assist with planning bi-annual PAC meetings and relevant committees, finalizing and distributing agendas, and assisting with event logistics  Coordinate with Director and AVP, Institutional Advancement on maintaining committee member bios, updating to appropriate lists, and communicating with members as needed

4)         Internal Operations and Major Gifts – 5%

• Collaborate with IA team members and partners across the college, such as Office of the President and Conference Services & Events Support the Director, Engagement and Outreach, IA with in-kind donation inquiries and acknowledgement letter process Manage event data in Raiser’s Edge and assist with event analysis  Assist with Philanthropic Partnerships as needed with administrative tasks Coordinate Mail Chimp communications to volunteer leaders and major donors

5)         Other projects as assigned -5%

MINIMUM JOB QUALIFICATIONS: 

Bachelor's degree required or equivalent work experience 3-5 years of relevant experience Available to work nights and weekends as needed for on and off campus events

KNOWLEDGE REQUIRED:

Familiarity with office and information systems such as Raiser's Edge or Colleague Strong computer skills including a working knowledge of various word processing, desktop publishing, database management, and spreadsheet systems Some familiarity with contemporary music, leading musical figures, and music technology preferred

SKILLS AND ABILITIES REQUIRED: 

Experience managing or assisting with special events Strong organizational skills to manage multiple programs and projects at once Excellent interpersonal skills Ability to work successfully with Berklee trustees, senior administrators, faculty and college offices Strong writing and communication skills. Highly organized with superb attention to detail. Exceptional customer service skills and comfortability with engaging with the public

SUPERVISORY RESPONSIBILITIES:

No supervisory responsibilities

WORK ENVIRONMENT: 

Actively strives to foster and maintain a workplace climate that is supportive of all employees regardless of their identity, respectful of difference and genuinely open to multiple perspectives.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

Diversity, Equity, Inclusion & Equal Employment Opportunity at Berklee : 

We support an inclusive workplace where everyone excels based on personal merit, qualifications, experience, ability, and job performance.  Berklee affirms that inequality is detrimental to our faculty, staff, students, and the communities we serve. Our goal is to make lasting change through our actions. Berklee is committed to providing fair and equitable consideration of all employees and applicants without regard to race, color, religion, ancestry, age, national origin, place of birth, gender, sexual orientation, gender identity or expression, disability, genetic information, or status as a member of the armed forces or veteran of the armed forces, or any other category protected by federal, state, or local law.

As part of this commitment, Berklee will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Team at [email protected] or call 617-747-2375.

Berklee is committed to increasing the diversity of our institution, community, and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

*Currently enrolled Berklee students are not permitted to apply for staff or faculty positions.*

Employee Type:
Staff