EVENTS COORDINATOR                                                                            Aug 2007

NATURE OF WORK:    

This position reports to the Executive Director of the Kitsap Humane Society (KHS).  During a probationary period of one year or less, the position will receive guidance from a multitude of resources including the Development Director, the Chief Financial Officer, Board Members, the Volunteer Coordinator and others who have unique experience related to events conducted at the KHS and will be expected to listen to their recommendations (any conflict of various recommendations will be resolved by the Executive Director).  After the probationary period, cooperation and recommendations will continue to be accepted but the incumbent will have autonomy to make recommendations directly to the Executive Director.  The incumbent is responsible for coordination at all fundraising and major community events for the support of the KHS. Key events include but are not limited to: Animal Krackers Annual Auction, PetsWalk, Wine Wags and Whiskers, Annual Rummage Sale, and Posing with Pets.  Incumbent will review all events at their conclusion and make recommended changes as needed to improve the effectiveness of fundraising at the KHS.  Incumbent is expected to plan, prepare and execute all aspects of fundraising events in support of yearly operations as well as in support of a Capital Campaign, whose purpose is to raise funds for the building of a new/remodeled structure for the KHS. The incumbent is accountable for successfully planning and implementing all aspects of each event to include: establishing (if not in existence) and following timelines and budget: working closely with the Development Director, Volunteer Coordinator and volunteers, committees, other staff, sponsors, vendors, and board members; coordinating event advertising and promotion strategy.  This position will be expected to bring additional funds above and beyond current levels to the KHS making a significant positive impact on the overall income of the company.

KNOWLEDGE, SKILL AND:  Incumbent must have the following attributes:

Ability to communicate effectively both in writing and verbally with staff members, donors, volunteers, vendors, sponsors, board members and the general public.

Knowledge of word processing skills, Window Office programs and the ability to learn and use other programs such as Fund Raiser Professional, Auction-Tracker, Desk Top Publishing, etc. needed for fundraising as they occur.

Possess skills to work in a multi-task environment and maintain individual schedules as the many events/functions will be in various stages of development simultaneously.

Be able to maintain a professional attitude in a fast paced and often stressful environment.

Be extremely organized and pay close attention to details. 

Be able to set up a time table for each Event that will allow for proper planning and successful execution.  Manage time effectively through self motivation and other techniques.

Ability to establish and maintain harmonious working relationships with others including but not limited to; other employees, the general public, donors, vendors, sponsors and volunteers.

ESSENTIAL POSITION FUNCTIONS

Works closely with the Executive Director, Development Director, Volunteer Coordinator, Chief Financial Officer and other staff members to create event concepts throughout the year (ideas to be received and evaluated whatever their source). Identifies, solicits and secures sponsors for each event.  Coordinates all major special event activities including pre-event day and all follow up. While working with other staff members, maintains communication and creates an efficient performing team with volunteers and committees.  Is considered key contact and/or liaison with other organizations and involved participants. Ensures supporters, volunteers or other participants receive proper and prompt recognition before, during and after the events.  Meets and negotiates with special event vendors and donors to produce events that exceed goals.  Ensure that contracts and purchase orders are completed and appropriately approved. Trains and helps to supervise special event volunteers with the assistance of the Volunteer Coordinator. Assist in other major events in conjunction with the appropriate department director.  Responsible for database management, including data entry, training and maintenance of events software such as Fund Raiser Professional and Auction Tracker. Responsible for managing all aspects of correspondence with event attendees, vendors, sponsors, and donors, including but not limited to: preparing and sending acknowledgments, solicitations, promptly answering inquires and RSVP’s.  Prepares and maintains reports as required or directed.

COMPLEXITY

Attention to detail is crucial, as are excellent interpersonal and written communication skills and comfort in communicating with senior high-level sponsors, vendors, and other key personnel. Project planning experience is a necessity. Must be resourceful, work independently (1 person department) and with a team to meet deadlines and possesses initiative, creativity and entrepreneurial attitude.

EXPERIENCE AND TRAINING:

Candidate must have experience in working with people in a highly motivational, time constraining environment. Must possess ability to plan, organize and implement complex events resulting in successful outcome including increasing revenue.  A non-profit background would be desirable but not mandatory.