Engagement Coordinator

About the role

Reporting to the assistant vice president of donor relations and events, the engagement coordinator plans and executes events and programs that communicate and celebrate Case Western Reserve University's achievements, priorities, and impact. This position supports the Office of Donor Relations and Events with budget and invoice coordination, AlumnIQ software management, presentation preparation, list coordination, relationship management, and meeting/event logistics. The role involves independent judgment and decision-making to implement strategies for customized donor and development events.

Responsibilities

• Manage schedules, budgets, travel, and reimbursements for the Office of Donor Relations and Events staff, specifically the assistant vice president, in support of events, programs, and engagement activities. Track and order office supplies and maintain accurate budget documentation.
• Reconcile monthly expense statements, provide budget forecast recommendations, manage expense reports, process journals, and partner with the procurement office for special contracts.
• Support the recruitment, hiring, and onboarding of new employees.
• Produce event briefs and attendance reports, evaluate impact based on tracked metrics, and recommend improvements for future events and programs. Contribute to establishing organizational systems.
• Collaborate with senior leadership (senior director of development events, director of university events, and other administrators) on large university events such as commencement, building dedications, lectures, inaugurations, and other high-profile meetings.
• Serve as the AlumnIQ (event registration software) point of contact for the University Relations and Development division, assisting with onboarding, training, data maintenance, compliance, and reconciliation of event income.
• Act as the primary contact for communications and maintenance related to all Office of Donor Relations and Events activities, including event attendance, contact reports, and committee participation.
• Interact extensively with university donors and staff at all levels to develop ideas and initiate collaborative engagement activities.
• Use interpersonal and negotiation skills to ensure presidential standards and protocol are followed for all programs and activities. Participate in committees and working groups as needed.
• Assist with planning and providing complete event management services for donor, university, and development programs as required.
• Perform other duties and responsibilities as assigned.

Qualifications

• Experience: 1 or more years of professional experience in meeting/event planning, hospitality management, customer service, or a related field. Experience tracking and analyzing metrics is required. Experience in a non-profit or university setting and budget management is preferred.
• Education: Bachelor’s degree required.

Skills

• Proven ability to plan, initiate, manage, and evaluate complex logistical situations.
• Demonstrated ability to anticipate and resolve issues in event schedule management.
• Strong troubleshooting skills for event and schedule management.
• Exceptional attention to quality and detail.
• Strong writing and proofreading skills.
• Flexibility, tact, approachability, and responsiveness.
• Ability to handle sensitive information discreetly.
• Excellent communication and interpersonal skills, with the ability to interact with diverse internal and external constituencies.
• Ability to work both autonomously and within a team.
• Must be able to work outside regular office hours, including evenings and weekends.
• Proficiency in Microsoft Office and ability to learn new software programs.
• Commitment to supporting, educating, and advocating for all students in alignment with university values and mission.
• Ability to meet consistent attendance requirements.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

Schedule

• General office working environment with flexibility to work evenings and some weekends.
• Hybrid work arrangement eligible for up to two remote days per week at the discretion of the department.