Coordinator of Donor Experiences

Coordinator of Donor Experiences

Reports to: Senior Director of Donor Experiences

Supervisory Duties: Interns, volunteers and support staff assisting with events and game days

Time Requirements: 40 hours per week – Monday through Friday in addition to weekend, evening, and holiday work as required for events and athletic contests (such as all home football, men’s basketball, baseball, and some post-season games)

Overview

The Coordinator of Donor Experiences will join the VAF Donor Experiences team as an integral role for suite management, event planning, event communications and marketing, as well as stewardship initiatives. This position will help manage the operations for Scott Stadium, John Paul Jones Arena and Disharoon Park suites, as well as plan certain assigned events and assist with all Foundation events. Utilizing strategic planning, hospitality and customer service, the role of the Coordinator includes assisting VAF in its efforts to steward existing donors and student-athlete alumni, recruit new donors and support the University of Virginia’s athletics programs.

Responsibilities

• Event Planning: Manage assigned events and assist with all events—to include hospitality clubs, auctions, golf tournaments, post-season tournaments, sport reunions, special celebrations, facility dedications, donor recognitions, ring ceremonies, scholarship recognitions, etc. Manage invitation process and registration to track responses and generate reports as needed. Facilitate event logistics including venue management, catering, florist, set-up, parking, transportation, hotel accommodations, gifts, audio visual support, and media coverage.

• Suite Administration: Assist in managing sales and operations for football suites, men’s and women’s basketball suites, and baseball suites. Help manage suite holder databases and e-mail groups. Organize load-in and game-day logistics including suite staffing plan. Attend games as assigned and manage game-day operations and suite-holder/donor relations. Follow-up with items on game-day logs—solve problems and submit work orders.

• Communication: Communicate event details using established procedures to appropriate University and Athletics administration and staff via e-mail, websites, and event summaries or proposals. Create and send event communications to donors, alumni, suite-holders etc.

• Customer Service: Provide outstanding customer service to donors, prospects, suite-holders, etc.

• Vendor Management: Manage relationships with event and suites vendors including caterers, rentals, printers, promotional materials, etc.

• Partnership: Support other areas within VAF and Athletics in their efforts to connect with donors and prospects.

• Tools: Must develop proficiency in email platforms including a combination of Marketing Cloud, Oracle, stewardship platforms including Thank View, registration platforms including Paperless Post and Eventbrite, and databases including Paciolan, Advance and Evertrue.

• Supervision: Assist in staffing suites and events operations. Supervise interns, volunteers, and support staff involved with events and game days as assigned.

• Stewardship: Assist with stewardship activities, events and tasks as needed.

• Other: Assist with other projects as assigned

Qualifications

• Demonstrated skills, knowledge and experience in the design and execution of events

• Strong verbal, written, creative, strategic, organizational, and interpersonal skills

• Success in sales or development a plus

• Ability to interact with executive-level administrations, VIPs, donors/prospects, alumni, and development staff with an understanding of protocol and confidentiality

• Enjoy being part of a team approach to work

• Have above average computer knowledge and skills including Microsoft Office and online event tools including Eventbrite

• Excellent organization skills and ability to manage multiple tasks simultaneously

• Self-starting/self-management and initiative

• 4-year college degree required

• At least two years’ experience in event planning or hospitality fields preferred

• Enjoy watching & attending sporting events highly recommended

Benefits*

• Annual salaried position (compensation based on experience)

• Annual incentive potential (based on staff performance)

• Paid personal leave and 12 holidays

• Health, Dental, Life, and Long-Term Disability Insurance

• 401k Plan and employer contribution

• On-site parking provided

• Football and Basketball season tickets for employee and eligible family members

• Family pass for regular season, home athletics events for UVA Olympic sports

• Recreation pass (access to all UVA recreation facilities)

*Benefits subject to change

To apply, please submit a cover letter and resume to Jessica Armistead, Senior Director of Donor Experiences at vafweb@virginia.edu.

Committed to attracting and retaining a diverse staff, the Virginia Athletics Foundation honors your experiences, perspectives, and unique identity. Together, we strive to create and maintain working environments that are inclusive, equitable and welcoming so we can best achieve our mission of supporting our broadly diverse donors, teams, and networks of engaged alumni, parents, and friends of the UVA Athletics.