Varsity Club & Coaches Club Stewardship Coordinator

Position Purpose

Under the general supervision of the Vice President of Stewardship, the Varsity Club & Coaches Club Stewardship Coordinator will be responsible for Varsity Club gameday operations and assist in the development, implementation and management of a Sport Specific stewardship program designed to foster and nurture long-term, meaningful relationships between the Seminole Boosters/Athletics Department and its Coaches Club and Varsity Club donors.

Principal Responsibilities

·         Collaborate with appropriate departments to execute the Varsity Club’s football game day experience and ticket renewal communication calendar

·         Execution of the organization’s sport specific stewardship strategy.

·         Complete the acknowledgement process for all sport specific & Varsity Club contributions

·         Work with the Director of Stewardship & the Director of Marketing on executing the communication plan to inform the donors of the impact of their donation/gift/contribution and provide proper recognition opportunities throughout the year

·         Fulfillment of member benefits and engagement opportunities throughout the year and on sporting home game weekends, including but not limited to golf tournaments, Hall of Fame Ceremony, varsity sport kick-off events and team reunions

·         Oversee invitation/hosting opportunities in various sports throughout the season

·         Event planning requirements include but aren't limited to making logistical arrangements such as hotel room blocks, venue selection, catering needs, floor plan design, décor (i.e. linens, floral arrangements and lighting), audio-visual requirements, photography, equipment rental (i.e. tables, chairs and tents) and event collateral (i.e. formatting, printing, nametags, writing copy for invitations)

·         Oversee the usage and maintenance of the Varsity Club physical space; Coordinate with Athletics Department usage; Maintain cleaning, maintenance, and renovation schedule.

·         Provide regular reports to the Executive Board, ensuring alignment with organizational goals and fostering informed decision-making at the highest levels.

·         Plan and execute Board meetings, including timeline planning, notification, RSVPs. Work with staff leads to develop meeting agendas; Secure special speakers or presenters and provide full briefing prior to meeting; Work with campus partners to calendar meetings for appropriate persons; Coordinate presentation materials and prepare presentations for committees and full board; Distribute documents to Board members and appropriate staff. Provide administrative oversight to the general Board and individual committees ensuring proper adherence to by-laws; Manage current Board member and former Chair engagement; Ensure committees are operating at their full potential as outlined in committee charters; Manage new member orientation/onboarding; update Board page on website to guarantee information is current and accurate.

·         Use of constituent database to track stewardship touchpoints and event participation

·         Manage budget and audit system for sport specific stewardship budget.

·         This position may supervise other positions and oversee graduate assistants/interns.

·         Responsible for fostering and maintaining strong relationships with campus partners, donors and community members.

·         Assist with other stewardship projects and events as assigned by Executive Vice President of Stewardship

·         Prioritize customer service in every action and decision.

Education and Experience

·         Bachelor’s Degree

·         Two years’ experience in a hospitality, fundraising, marketing, sales, events or fulfillment environment

·         Experience working with a complex donor database preferred

·         Successful completion of an employment and/or criminal history background check required

·         Proven ability and success in a fast paced and constantly changing environment

Skills and Abilities

·         This position will be required to work nights, weekends, all home football games, Olympic sport home games, as well as some away competitions and all other events assigned

·         Knowledge of event planning basics and common terminology used to communicate effectively with vendors

·         Proficiency in a networked environment with Windows with a variety of software applications including Outlook, Excel, Word, and Web navigation

·         Careful attention to detail and strong organizational skills with a capacity to meet the requirements of deadline-driven work

·         Ability to manage and prioritize multiple responsibilities

·         Excellent communication skills to include effective writing and interpersonal skills

·         Ability to effectively and efficiently solve problems and stay composed and focused in pressing situations

·         A self-starter, comfortable working with a team and independently and the ability to take direction and constructive criticism

·         Establish and maintain positive relationships, facilitating an environment of collegiality

·         Ability to converse with a wide range of audiences including internal staff, University staff and dignitaries, donors, vendors, etc.