JOB DESCRIPTION

                               SPECIAL EVENTS COORDINATOR

INCUMBENT:                                      DIVISION:      Community Relations
GROUP:          SSA                             DEPARTMENT:    Development
CLASSIFICATION: Level 6                         DATE REVIEWED: February, 2006


Working in collaboration with the Development Coordinator and the Special Events Coordinator(s), this
exceptional individual will provide leadership in the planning, coordination, and evaluation of Red Deer
College’s large-scale fund raising events – primarily Affairs of the Arts, RDC Annual Golf Classic,
International Wine Auction and Dinner, along with the College’s Annual Donor Celebration Event. Working
with internal staff/faculty and community members, the Coordinator is the principal conduit in which all
event planning communications are handled.


Reports to:                             Development Coordinator

Day-to-Day Direction:                   Data Entry Personnel

Other internal contacts:                Students, staff and faculty

External contacts:                      Volunteers, community members, external business contact,
                                        contracted Special Events Coordinator,


1.      Event Coordination:
        a)     Coordinates fundraising of institutional and special donor events which involves decision
               making input on external resources, managing event processes, coordinating meetings,
               preparing, monitoring and distributing event budgets.
        b)     Liaises with College leadership, event Committees and the Community Relations
               department on the development of media, marketing materials, announcements, photo
               opportunities and speech writing.
        c)     Assists in developing new events, and maintains, organizes and manages existing RDC
               fundraisers and special events from concept to completion, ensuring they operate
               smoothly, efficiently, and generate maximum revenue and exposure.
        d)     Working alongside Committee Chairs, co-facilitates various event related committees as
        e)     Provides input on stewardship strategies to ensure seamless transition between
               fundraising events and stewardship activities, working closely with the Development
               Coordinator, the external Special Events Coordinator, and other Community Relations
        f)     Responsible for all communications and networking in support of special events, and
               assists with development of new opportunities to build community awareness.
        g)     Responds to enquiries from the public about events, including assisting with media
2.   Volunteer Coordination:
     a)     Provides volunteer coordination and recognition for special events.
     b)     Provides direction to volunteer for special event duties.
     c)     Co-facilitates volunteer committees as required.

3.   Administrative:
     a)    Creates, prepares, and distributes meeting minutes and supporting documents.
     b)    Enters donor information, event invitation and participant lists on appropriate technology
           in Raisers Edge database.
     c)    Coordinates guest lists, food service arrangements, menu planning, decorative and table
           set up, nametags and staffing
     d)    Responsible for communications and marketing in support of special events.
     e)    Coordinates production and distribution of print materials for donor/sponsor/and
           participant’s solicitations.
     f)    Writes necessary submissions for Notebook.

4.   Other:
     a)     Provide day-to-day supervision for Data Entry Personnel.
     b)     Other related duties as required.


•    Post-secondary diploma required, preference for post-secondary degree, in a related field
     (preferably Marketing, Public or Community Relations, Event Planning), and two years of
     experience in special events planning, preferably in the not-for-profit sector.
•    The ability to work well independently on several projects concurrently, and possess excellent
     communication, organizational and creative thinking skills.
•    Experience in planning and implementing events including expertise in attracting sponsorships;
     proven track record in developing and implementing promotion plans; print production expertise
     associated with fundraising events
•    Software proficiency in Microsoft Word, Excel, Power Point, is required; knowledge and
     experience in the Raisers Edge database program is preferred
•    Extensive experience working with executive, donors and volunteers and managing, supervising
     and orientating people for events.
•    Excellent written and oral interpersonal communication with marketing and communications
     skills; media relations experience is an asset
•    Strong initiative and customer service orientation; volunteer management skills an asset
•    Project Management, organizational and prioritizing skills; problem solving and organizational
     skills; attention to detail is imperative
•    Demonstrated high energy level and flexibility, pleasant persona coupled with sound judgment;
     flexible, discreet and able to maintain confidential information, knowledge of correct protocol for
     specific situations.
•    Experience and comfort with facilitation of committee meetings.
•    Office administration experience.


•    Ability to keep current with trends in event strategy in support of RDC and personal professional
     development by participating in conferences, workshops and other training opportunities
•    Ability to bring energy, creativity and community relations expertise that will make a substantial
     impact on Red Deer College events while enhancing the image and positive relationships of the
     RDC Foundation
•      Express a genuine interest in the welfare of RDC students, congruent values with the College’s
       vision, a strong commitment to the fundraising goals of the college.
•      Entrepreneurial skills, the ability to multi-task, and a proven ability to meet goals are core
       requirements to ensure a professional execution of all related special events.
•      Must be a team player, and have the ability to work with a diverse group of individuals (ranging
       from RDC executive, corporate leaders, faculty, staff and volunteers), work in a team
       environment and be self motivated.

Supervisor:                                                     Date:

Incumbent:                                                      Date:

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