Virginia Athletics Foundation
Coordinator/Assistant/Associate Director of Donor Experiences
Virginia Athletics Foundation, Charlottesville, Virginia, United States, 22904
Overview
The Coordinator/Assistant/Associate Director of Donor Experiences will join the VAF Donor Experiences team as an integral role for event planning and execution, stewardship initiatives, and premium services. This position will help promote and manage the hospitality spaces and operations for Scott Stadium, John Paul Jones Arena and Disharoon Park suites, as well as plan and assist with all Foundation events. Utilizing strategic planning, hospitality and customer service, the role of the Coordinator/Assistant/Associate Director includes assisting VAF in its efforts to steward existing donors and student-athlete alumni, recruit new donors and support the VirginiaAthletics Foundation priorities. Responsibilities
Event Planning: Manage assigned events and assist with all events—to include Sabre Society experiences, Cavaliers for Life initiatives, hospitality clubs, auctions, golf tournaments, post-season tournaments, sport reunions, special celebrations, facility dedications, donor recognitions, ring ceremonies, scholarship recognitions, etc. Manage invitation process and registration to track responses and generate reports as needed. Facilitate event logistics including venue management, catering, florist, set-up, parking, transportation, hotel accommodations, gifts, audio visual support, and media coverage. Suite Administration: Communications and operations for football, basketball and baseball suites. Organize load-in and game-day logistics including suite staffing plan, catering coordination and postgame recaps. Attend games as assigned and manage game-day operations and suite-holder/donor relations. Communication: Develop, document, and distribute established procedures to University and Athletics administrators and staff through various communication channels—including email, websites, printed materials, event summaries, and proposals—while also creating and sending targeted communications to donors, alumni, suite holders, and other key stakeholders regarding events, suites, and stewardship initiatives. Customer Service: Provide outstanding customer service to donors, prospects, suite-holders, etc. Vendor Management: Manage relationships with event and suite vendors including caterers, rentals, Partnership: Support other areas within VAF, Athletics and the University in their efforts to connect with donors and prospects. Tools: Must develop proficiency in email platforms including a combination of Marketing Cloud, Oracle, stewardship platforms including Thank View, registration platforms including Paperless Post and Eventbrite, and databases including Paciolan, Advance and Evertrue. Supervision: Assist in staffing suites and events operations. Supervise interns, volunteers, and support staff involved with events and game days as assigned. Stewardship: Assist with stewardship activities, events and tasks as needed. Assist with other duties assigned Qualifications
Coordinator level: One (1) year of experience in event planning, hospitality or related field Assistant Director level: Two (2)+ years of experience in event planning, hospitality or related field Associate Director level: Three (3)+ years of experience in event planning, hospitality or related field Preferred qualifications: Coordinator level: One (1) year of experience in event planning or hospitality in higher education, college or professional sports Assistant Director level: Two (2)+ years of experience in event planning or hospitality in higher education, college or professional sports Associate Director level: Four (4)+ years of experience in event planning or hospitality in higher education, college or professional sports with managerial experience Knowledge, Skills, and Abilities
Demonstrated skills, knowledge and experience in the design and execution of events Strong verbal, written, creative, strategic, organizational, and interpersonal skills Previous experience as an event planner in a higher education and/or non-profit setting. Demonstrates a commitment to teamwork and collaboration, leading by example with a strong work ethic and positive attitude Strong interpersonal, verbal, and written communication skills, with the ability to engage discreetly and effectively with donors, colleagues, and university officials Direct experience in project management and budgeting Proficient in computer technologies including Microsoft Office and online event tools such as registration sites and Thank View Strategically executing gameday operations for premium spaces, ensuring seamless and exceptional Excellent organization skills and ability to manage multiple tasks simultaneously Experience developing metrics and measuring outcomes to assess event success and alignment with organizational goals. Self-starter/self-management and strong initiative Enjoy watching & attending sporting events highly recommended Benefits
Annual salaried position (compensation based on experience) Annual incentive potential (based on staff performance) Paid personal leave and holidays Health, Dental, Life, and Long-Term Disability Insurance 401k Plan and employer contribution Football and Basketball season tickets for employee and eligible family members Family pass for regular season, home athletics events for UVA Olympic sports Recreation pass (access to all UVA recreation facilities) *Benefits subject to change To apply, please submit a cover letter and resume to Jessica Armistead, Senior Director of Donor Experiences at vafweb@virginia.edu.
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The Coordinator/Assistant/Associate Director of Donor Experiences will join the VAF Donor Experiences team as an integral role for event planning and execution, stewardship initiatives, and premium services. This position will help promote and manage the hospitality spaces and operations for Scott Stadium, John Paul Jones Arena and Disharoon Park suites, as well as plan and assist with all Foundation events. Utilizing strategic planning, hospitality and customer service, the role of the Coordinator/Assistant/Associate Director includes assisting VAF in its efforts to steward existing donors and student-athlete alumni, recruit new donors and support the VirginiaAthletics Foundation priorities. Responsibilities
Event Planning: Manage assigned events and assist with all events—to include Sabre Society experiences, Cavaliers for Life initiatives, hospitality clubs, auctions, golf tournaments, post-season tournaments, sport reunions, special celebrations, facility dedications, donor recognitions, ring ceremonies, scholarship recognitions, etc. Manage invitation process and registration to track responses and generate reports as needed. Facilitate event logistics including venue management, catering, florist, set-up, parking, transportation, hotel accommodations, gifts, audio visual support, and media coverage. Suite Administration: Communications and operations for football, basketball and baseball suites. Organize load-in and game-day logistics including suite staffing plan, catering coordination and postgame recaps. Attend games as assigned and manage game-day operations and suite-holder/donor relations. Communication: Develop, document, and distribute established procedures to University and Athletics administrators and staff through various communication channels—including email, websites, printed materials, event summaries, and proposals—while also creating and sending targeted communications to donors, alumni, suite holders, and other key stakeholders regarding events, suites, and stewardship initiatives. Customer Service: Provide outstanding customer service to donors, prospects, suite-holders, etc. Vendor Management: Manage relationships with event and suite vendors including caterers, rentals, Partnership: Support other areas within VAF, Athletics and the University in their efforts to connect with donors and prospects. Tools: Must develop proficiency in email platforms including a combination of Marketing Cloud, Oracle, stewardship platforms including Thank View, registration platforms including Paperless Post and Eventbrite, and databases including Paciolan, Advance and Evertrue. Supervision: Assist in staffing suites and events operations. Supervise interns, volunteers, and support staff involved with events and game days as assigned. Stewardship: Assist with stewardship activities, events and tasks as needed. Assist with other duties assigned Qualifications
Coordinator level: One (1) year of experience in event planning, hospitality or related field Assistant Director level: Two (2)+ years of experience in event planning, hospitality or related field Associate Director level: Three (3)+ years of experience in event planning, hospitality or related field Preferred qualifications: Coordinator level: One (1) year of experience in event planning or hospitality in higher education, college or professional sports Assistant Director level: Two (2)+ years of experience in event planning or hospitality in higher education, college or professional sports Associate Director level: Four (4)+ years of experience in event planning or hospitality in higher education, college or professional sports with managerial experience Knowledge, Skills, and Abilities
Demonstrated skills, knowledge and experience in the design and execution of events Strong verbal, written, creative, strategic, organizational, and interpersonal skills Previous experience as an event planner in a higher education and/or non-profit setting. Demonstrates a commitment to teamwork and collaboration, leading by example with a strong work ethic and positive attitude Strong interpersonal, verbal, and written communication skills, with the ability to engage discreetly and effectively with donors, colleagues, and university officials Direct experience in project management and budgeting Proficient in computer technologies including Microsoft Office and online event tools such as registration sites and Thank View Strategically executing gameday operations for premium spaces, ensuring seamless and exceptional Excellent organization skills and ability to manage multiple tasks simultaneously Experience developing metrics and measuring outcomes to assess event success and alignment with organizational goals. Self-starter/self-management and strong initiative Enjoy watching & attending sporting events highly recommended Benefits
Annual salaried position (compensation based on experience) Annual incentive potential (based on staff performance) Paid personal leave and holidays Health, Dental, Life, and Long-Term Disability Insurance 401k Plan and employer contribution Football and Basketball season tickets for employee and eligible family members Family pass for regular season, home athletics events for UVA Olympic sports Recreation pass (access to all UVA recreation facilities) *Benefits subject to change To apply, please submit a cover letter and resume to Jessica Armistead, Senior Director of Donor Experiences at vafweb@virginia.edu.
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