Special Events and Marketing Coordinator

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					Special Events Coordinator
This position’s primary function is serving as the special events coordinator for Crisis Nursery.

Organizational Relationships
This position reports to the Development and Marketing Director.

Duties and Responsibilities

Special Events

Annual Dinner and Basket Auction
    Serves as staff liaison to Special Events Committee
    Actively solicits sponsors for the Auction through outright asks and letters
    Prepares and mails letters to prospective and past basket donors
    Prepares and follows budget
    Secures facility for Auction and secures raffle permit from the City of Champaign
    Plans and carries out the details of the Auction and dinner
    Works with Special Events Committee and staff on every aspect of planning
    Coordinates with graphic designer to draft “Save the Date” card and invitation for the Auction
    Tracks sponsor and basket donations in spreadsheet
    Coordinates with Development and Marketing Director to prepare Auction booklet
    Insures all sponsorship benefits are received including complimentary tickets, logos and
    Works at the Auction

Children’s Holiday Shop
    Coordinates ordering, distribution and decorating of Holiday Shop wrapping bags
    Coordinates event and sale items
    Actively solicits sponsors for the Holiday Shop through outright asks and letters
    Tracks sponsors on spreadsheet
    Works with subcommittee and staff on every aspect of planning
    Coordinates with Development and Marketing Director for media advertising
    Orders, prices, displays and inventories merchandise
    Responsible for maintaining relationship with Lincoln Square Management; attaining permits
       and lease; setting up, cleaning and keeping inventory; running of store on days of operation;
       orienting; restocking merchandise; and depositing daily receipts
    Responsible for securing raffle permit from the City of Urbana
    Recruits and schedules volunteer projects related to the Holiday Shop including, but not limited
       to, pricing merchandise, setup, working the Shop, inventory and tear down/clean up
    Conducts Holiday Shop volunteer orientation before shifts begin
    Responsible for working at the Holiday Shop and ensuring coverage of Holiday Shop hours
    Coordinates efforts to send timely thank you letters to Holiday Shop volunteers
University of Illinois Football
    Maintains relationship with Division of Intercollegiate Athletics, Alpha Phi Omega and Stand
    Responsible for Stand Manager who oversees set up, inventory, customer and volunteer
       relations for concession stand
    Ensures that the following occurs: set-up, inventory, customer relations and training of Stand
       Manager and APO in job responsibilities
    Communicates with Stand Manager following each event to address questions and concerns.

Golf Outings
    Works with organizers to ensure a successful event
    Represents Nursery at events if requested

Third Party Fundraisers (hosted by individuals/businesses outside of Nursery to raise donations)
    Coordinates with the Development and Marketing Director to promote the event
    Communicates with committee/individual hosting event and attends event if appropriate
    Solicits the community for additional third party fundraisers, including multi-year

Additional Responsibilities
    Serves as Crisis Nursery representative at various community events, third party fundraisers,
       speaking engagements, meetings, etc.
    Develops new events and initiatives
    Serves as staff liaison for the Special Events Committee for all meetings and events
    Recruits and coordinates all Special Events Volunteers (i.e. Holiday Shop; Basket Auction;
       Concessions; etc.)
    Writes articles for publication pieces as requested
    Assist with editing
    Assists Development and Marketing Director when appropriate
    Other duties as assigned

Knowledge Required by the Job
    Knowledge and experience in planning and running events
    Good organizational skills
    Working knowledge of Microsoft Office
    Ability to relate to a variety of people of all ages and represent the Nursery
    Ability to function as a team member
    Ability to prioritize work and meet deadlines
    Ability to multi-task
    Available to work evenings and weekends

Supervision Received
    Person will use independent judgment and initiative in daily duties
    Development and Marketing Director provides direction
    Coordinates with various committees
    Uses Crisis Nursery reference materials and procedures

Scope and Effect
    Good people skills are very important
    Projecting a positive image for Crisis Nursery is of utmost important
    Articulate in carrying out events

Personal Relationships
    Personal Contacts – Contacts with co-workers, child care staff, children served by the Nursery,
       board and committee members, donors, visitors, third party fundraisers, and people in the
    Purpose – To project a helpful and professional positive image for Crisis Nursery. Purpose of
       contacts range from providing information, answering questions and offering services.

Environmental Demands
    Physical Requirements – Active position with stress
    Work Environment – Work is normally performed in an office setting. Also attends meetings
       and events away from the office as needed.


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