Engagement Coordinator - University Development

 

Grand Rapids, MI (Pew Campus)

 

Full Time

 

R103352

 

The Engagement Coordinator plays a vital role in supporting the presidential and donor engagement team, ensuring seamless donor relations and delivering impactful events. This position assists with communications, database maintenance, scheduling, expense reporting, and event logistics. Success in this role requires exceptional attention to detail, strong proofreading and editing skills, and the ability to prioritize and manage multiple complex tasks. This role requires a proactive problem-solver who thrives in a fast-paced, dynamic environment. Strong interpersonal communication skills and the ability to build relationships across diverse teams are essential, as well as flexibility, adaptability, and the ability to learn quickly. This position reports to the Senior Director for Executive and External Engagement and alternates between working on the Allendale Campus and the Pew Grand Rapids Campus.

Job Type:

 

• Professional Support Staff

 

Job Classification & Benefits:

 

• C3 Level. Minimum starting wage of $19.52 per hour

 

• http://www.gvsu.edu/hro/benefits/professional-support-staff-benefits-457.htm including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.

 

Essential Functions:

 

• Assist the engagement team with administrative tasks including reconciling purchasing card transactions, tracking mileage, and processing expense reports.

 

• Support the engagement team in planning and executing donor and presidential events, ensuring high-quality experiences.

 

• Serve as the primary point of welcome for guests attending meetings and events at the President's Residence. Provide staffing support at the residence, assists with setup and preparation, and ensure thorough cleanup and restoration of the residence post-event/meeting.

 

• Utilize CRM software to generate reports, update donor records, and track engagement.

 

• Schedule meetings, manage calendars, and arrange travel for the engagement team.

 

• Prepare agendas, presentations, and other materials for meetings and events.

 

• Responsible for coordination of mailing lists, creating registration forms, tracking RSVPs, creating event outlines, preparing event supplies, and tracking event tasks for the engagement team.

 

• Maintain the event calendar ensuring it is up to date and accurate.

 

• Organize mailings and manage marketing and communication projects including print, electronic, and multimedia content.

 

• Oversee the creation of event materials (name tags, menu cards, table numbers, giveaways, etc.).

 

• Supervise student staff and coordinate scheduling for event support.

 

• Submit photography and video requests and maintain a digital photo library for donor and event documentation.

 

• Develop and maintain relationships with vendors to ensure high-quality event execution.

 

• Oversee inventory and procurement of event materials, gifts, and supplies.

 

• Communicate professionally with faculty, staff, donors, and external stakeholders.

 

• Maintain organized digital and physical records, ensuring accuracy and accessibility.

 

• Manage multiple projects independently with ability to prioritize projects from multiple members of the engagement team, ensuring deadlines and deliverables are met.

 

• Support the engagement team at on-campus and off-campus events including evening and weekend hours as needed.

 

• Other duties as assigned.

 

Required Qualifications:

 

• High school graduate or equivalent.

 

• Minimum of three years of relevant work experience.

 

• Experience with various computer software applications such as Microsoft Office and/or equivalent.

 

• Demonstrated experience to successfully operate office equipment.

 

• Data entry experience.

 

• Typing and spelling competency with grammar and proofreading skills.

 

• Possess strong verbal and written communication skills.

 

• Demonstrated experience to successfully provide quality customer service

 

• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.

 

• Ability to work under pressure and meet deadlines.

 

• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.

 

• Ability to successfully maintain positive intercultural and interpersonal relationships.

 

Preferred Qualifications

 

• Bachelor's degree

 

• Demonstrated success in planning and executing donor or VIP-level events involving senior leadership, trustees, dignitaries, or philanthropic stakeholders.

 

• Prior higher education experience working in a President's Office or Office of the Chancellor with exposure to high-level administrative operations.

 

• Familiarity with donor stewardship practices, including discretion, relationship-building, and follow up strategies.

 

• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.

 

• Strong interpersonal skills, with experience working with executives, board members, and major donors.

 

• Familiarity with university governance and advancement operations, particularly development, alumni engagement, or presidential communications.

 

• Experience using CRM systems (e.g., Raiser's Edge), event management platforms, and guest tracking databases.

 

• Proficient in mail-merge.

 

• Student supervisory experience.

 

• Experience serving as the primary point of welcome for guests at meetings and events, ensuring a welcoming and professional environment.

 

• Skilled in creation of event materials (name tags, menu cards, table numbers, giveaways, etc.).

 

• Familiarity of tracking inventory of event gifts and giveaways with Sortly.

 

• Self-motivated and takes initiative on tasks without direct supervision.

 

Supervision Received:

 

• Receives general instruction from a designated supervisor but is generally expected to work independently.

 

Supervision Exercised:

 

• Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

 

Working Conditions:

 

• Typical office environment, Monday - Friday 8:00 a.m. - 5:00 p.m.

 

How to Apply:

 

• A cover letter and resume are required for this position. The system will allow you to attach these documents electronically. If you have questions about the position or the posting, please contact University Development at 616-331-6000 or mailto:universitydevelopment@gvsu.edu. If you need technical assistance, please contact Human Resources at mailto:hro@gvsu.edu or 616-331-2215.

 

• Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment.

 

Application Deadline:

 

• Application closes Sunday August 10 at 11:59pm. This posting may be closed at any time at the discretion of the University.

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request. See http://www.gvsu.edu/equalopportunity/. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State).

 

Grand Valley State University is an Antidiscrimination/Equal Opportunity Employer, which includes providing equal opportunity for protected veterans and individuals with disabilities. University policy extends protections to additional identities.

 

To apply, visit https://apptrkr.com/6423671

 

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