Project Coordinator, Event Operations

Part of the University of Minnesota Foundation (UMF) Events and Creative Department, the Project Coordinator, Event Operations coordinates day-to-day event operations activities in service to UMF's fundraising goals and objectives. This role directly manages budget tracking and reporting, executes data analysis, and manages system organization for inventory, records, and archival processes.

In addition, the Project Coordinator independently manages vendor interactions, client requests, and asset logistics, driving process improvements that elevate the guest and stakeholder experience. This role includes limited front-facing interactions on-site at events (e.g. facilitating the planning and execution of internal events), with the day-to-day work experience primarily consisting of behind-the-scenes work and interfacing with team members, UMF staff, and University partners.

Key Responsibilities

Event Project Coordination (50%)

• Creates and manages budget and financial reports; coordinates, tracks, and records invoices and vendor payments; coordinates event project logistics from initiation to completion.
• Monitors project milestones to ensure deadlines are met; proactively identifies potential delays and communicates updates and adjustments to internal and external partners.
• Researches and recommends new tools, templates, and standard operating procedures to enhance team efficiency and workflow.
• Drafts, reviews, and distributes event project materials to UMF and U of M leadership, ensuring high accuracy and alignment with established brand and communication deadlines.
• Manages project staffing needs, leads training, and provides work direction to the day-to-day work of student interns.

Asset Management (25%)

• Serves as a central point of contact for team assets; leads communication, updates, and archive efforts.
• Leads inventory management for the team, including software, storage logistics, availability, and related communications.
• Reconciles team print collateral for in-house printing and acts as the primary liaison to external stock vendors.
• Creates and maintains operational documentation, including team process guides, templates, schedules, spreadsheets, and technology resources, to support team efficiency and continuity.

Operations & Customer Service (15%)

• Identifies operational bottlenecks, evaluates potential solutions, and recommends actionable improvements to streamline workflows and team procedures.
• Anticipates common project and team needs, taking initiative to ensure a smooth process and high-quality experience.
• Serves as the primary liaison for team-wide physical assets and software.
• Professionally represents the organization across phone, email, and in-person interactions with leadership, donors, and key stakeholders.

Event Production Assistance (10%)

• Builds, updates, and tests online event registration platforms while ensuring precise and consistent data entry across system databases.
• Coordinates pre-event packing, equipment preparation, and onsite setup and teardown to ensure seamless event execution.
• Supports UMF-hosted events (sometimes held evenings and weekends), assisting with pre-event and onsite assistance.
• Actively participates in the planning and execution of internal UMF events (e.g. Summer and Winter Celebration, Staff Summit, etc.)

Demonstrate commitment to valuing diversity and contributing to an equitable and inclusive working and learning environment (exhibit 100% of the time)

• Continuous learning in diversity, equity and inclusion for oneself and team via training, podcasts, articles, etc.
• Seek to explore and understand cultural differences and create a culture of belonging.
• Develop and employ anti-racist practices and principles to accomplish work.
• Advocate for employees of all ethnicities, genders, ages and backgrounds
• Cultivate and develop inclusive and equitable working relationships with employees, colleagues, stakeholders, etc.

Required qualifications:

• Bachelor's degree in Communications, Marketing, Public Relations, or related field; OR a combination of education and experience in event operations, project management, and/or event production totaling a minimum of four years
• Proficiency in the following software:
  • Experience utilizing tracking software and/or databases for data entry, reporting, and analysis
  • Registration platforms such as Formstack by Intellistack, Google Forms, Cvent, or similar
  • Project management and workflow systems such as Asana, Monday, or similar
  • Financial systems including submitting and tracking payments.
  • Microsoft Office applications including Word, Excel, and PowerPoint
  • Google suite including sheets, presentations, documents, and calendaring
• Demonstrated ability to;
  • Manage budgets, invoices, and payment tracking for complex departmental budgets
  • Collaborate effectively with multiple stakeholders across a complex system. Build and maintain successful partnerships with colleagues, donors, and vendors
  • Effectively manage work pressures and multiple priorities, applying initiative and problem-solving skills to deliver accurate results within established deadlines
  • Be flexible with work hours, including occasional nights and weekends, as required by event schedules.

Preferred qualifications:

• Experience working in event operations and/or production at a fundraising organization
• Ability to travel off-site for event related work and transport event materials as needed
• Ability to accept and harness constructive feedback

At the University of Minnesota Foundation (UMF), our mission is to connect passion with possibility, inspire generosity, and support greatness at the University of Minnesota by placing donors at the heart of everything we do and every decision we make. UMF is a nonprofit organization responsible for raising and managing gifts to the University of Minnesota.

For more information about UMF, please visit https://give.umn.edu/about/about-umf.

Pay Range: $52,000-$56,000; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail jobcentr@umn.edu.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.