Events Coordinator

Business Name: Dodge City Community College

Email: jalvarado@dc3.edu

Job Title: Events Coordinator

Short Description: Under the direct supervision of the Director of Foundation and Community Relations, the Events Coordinator is responsible for all supportive aspects of development and public relations activities, providing administrative, clerical, database, and fundraising support to the Director. This includes coordinating all logistics for annual and ad-hoc alumni relations events, maintaining DC3 Foundation donor and alumni records, positive donor relations, and office duties including agendas for meetings, minutes, and meeting arrangements.

Dodge City Community College is committed to a policy of non-discrimination in hiring and employment on the basis of race, color, religion, sex, age, disability, military status, ancestry or national origin.

Job Type: Full Time

Job Category: Advertising & Marketing, Clerical, Education & Childcare

How to Apply: https://dc3.edu/employment-page/

Job Open Date: May 07, 2025

Full Description: Essential Functions/Responsibilities
To understand and commit to the Mission of the College ~ Dodge City Community College provides a student-centered learning environment where students can achieve their educational, personal, and career goals.
Possess the ability to work in an atmosphere of complete confidentiality regarding donor records and personal information as well as board member relationships in order to maintain individual donor files.
Professionalism in manner and appearance; in person and on the phone; patience, tact, cheerful disposition and enthusiasm.
Manage the logistics and coordination of current annual fundraising events for the Foundation, including but not limited to the annual Foundation Auction, annual Foundation Golf Tournament, etc. In collaboration with the Director, synthesize new annual fundraising events for the Foundation.
Assist with other Dodge City Community College events as needed.
Assist the Director in developing ideas to retain the current donor constituent base, secure donations from folks new to the College, and engage the Foundation Board.
Process donations, prepare gift acknowledgement letters, draft thank-you notes following a Director’s meeting with a prospect, and other correspondences.
Serve as the primary contact for the Foundation Office, as well as a public-facing representative of the College at events, over the phone, over email, etc.
Receptionist duties including, but not limited to, maintaining office supplies, maintaining cleanliness and organization in the Foundation offices, and providing the highest level of customer service for all constituents of the Foundation.
Assist the Foundation Director with calendar scheduling, planning and ensuring the Director’s schedule is followed and respected.
Team-oriented approach to problem solving and fulfillment of duties, with the ability to meet deadlines and collaborate with interested parties across various College departments.
Create monthly fundraising reports and other database reports as needed and update records continually.
Maintain accurate posting of donor contributions, monthly employee gift payroll deductions, event sponsors, grants, and other sources of funding.
Conduct preliminary research on prospective corporate foundation and individual donors.
Coordinate productions and bulk mailing of year-end appeal letters and newsletters as needed.
Maintain guest lists, gather and prepare registration materials and other duties as assigned for fund-raising events
Handle all administrative details associated with the Foundation Board of Directors meetings (i.e. prepare and distribute notices, agendas, minutes, set up, clean up, attendance monitoring, etc.)
Prepare media materials for distribution. (i.e. copying, filing, mailing, e-mailing)
Assist the Foundation Director with the selection of scholarship recipients, maintenance of scholarship records, and Dodge City Community College Financial Aid and Business Office communications.
Deliver or pick up materials, supplies, or mail on campus and occasionally off campus
Manage social media marketing and website administration as directed by the Foundation Director.
Direct visitors, college personnel, and students to rooms within the building and other campus locations.
Help to maintain building security and oversee maintenance of building and equipment by completing Maintenance Requests online.
Serve as secretary for campus committees as assigned.
Other duties as assigned by the Director of Foundation and Community Relations.

The above job description supersedes all previous descriptions. This description is intended to be a tool to describe the primary purpose of the job and the Essential Functions and Responsibilities. The job description may not be inclusive of all duties and job responsibilities. Administration has the right to add to or change the job responsibilities to cover absences or relief to equalize peak work periods at any time.

Required Qualifications
Bachelor’s Degree
Proficiency in Microsoft Word, Excel and PowerPoint, and Database management experience.
Excellent verbal and written communications skills with attention to detail in spelling and proofing.
Proven excellent organizational skills and excellent ability to prioritize work.
Ability to be flexible in work scheduling, especially regarding occasional evening and weekend work for special events, programs, and board meetings.
Ability to manage and track multiple simultaneous projects successfully. Must be able to balance daily work load with interruptions and distractions that are part of the reception environment.
Ability to work independently with little supervision.
Possess high ethical standards and sound judgment.
Ability to meet deadlines.
Maintain confidentiality regarding donor records and personal, financial, and business information.
Strong interpersonal skills and the ability to build relationships with stakeholders, including DC3 staff, board members, trustee members, external partners, and donors.
Ability to obtain and maintain a valid Kansas driver’s license.

Preferred Qualifications
Two years administrative assistant/office experience, preferably in a not-for-profit office
Demonstrated fundraising skills
Bilingual skills in English/Spanish helpful but not required.
Experience in working with and dealing with a “high profile” Board and its committees, as well as donors, etc. to nonprofit organizations is a plus.

Supervisory Responsibilities
None

Physical Requirements: With or without assistance
Ability to occasionally carry supplies weighing 20-30 pounds.
Ability to stand and sit for extended periods of time.
Ability to speak clearly and audibly directly with individuals and on the telephone.
Ability to communicate clearly and precisely in written form and verbally.
Motor skills and dexterity to access campus locations.
Ability to bend, stoop and kneel as necessary to perform the responsibilities of this position.

Building Assignment
Student Activities Center – Foundation