Event and Administrative Specialist

  • Lutheran Social Services of the South, Inc. dba Upbring
  • Austin, TX
  • Mar 20, 2019

Job Description

Lutheran Social Services of the South, Inc. dba Upbring

Equal Employment Opportunity/M/F/disability/protected veteran status

Job ID 2019-3475
Type Regular Full-Time
Shift/Hours 1st Shift
# of Openings Remaining 1


The External Relations Event and Administrative Coordinator provides support as an integral part of the development team by acting as a back up to the director of special events as needed on all agency-related events and providing tactical support to philanthropic initiatives, bridging all functions of the development team with donors, events and internal service partners. This position reports to the VP of Development Operations with a dotted line to the Director of Special Events.


Essential Duties
  • Act as a back up to the director of special events on all agency-related events, including attending all events, committee meetings, and planning sessions with internal staff
  • Aid Director of Special Events with strategy, planning, and execution of all event-related tasks
  • Manage donor registration process pre-events and onsite, event-related gift-in-kind reporting, manage cross-over reporting in database
  • Work closely with Director of Volunteer Engagement to ensure effective volunteer engagement at events.
  • Assist with procurement of auction items for live and silent auctions at agency events
  • Assist and lead project and event planning and implementation of special events, which includes, but is not limited to, organizing committees, committee meetings, event logistics, and coordinating production of marketing and promotions
  • Maintain records in associated databases as needed and support fundraising efforts
  • Manage monthly credit card reporting and reconciliation for all members of development team
  • Manage External Relations physical office and related needs
  • Participate in conversations regarding proposal preparation, strategy development, and donor stewardship
  • Equip members of development team with research and information to engage in robust donor visits to further the fundraising goals of the agency
  • Support fundraising work of the Chief External Relations Officer, Vice President of Development Operations, Director of Special Events, and Philanthropic Advisors
  • Serve as primary donor point-of-contact at agency corporate office for external donors and constituents
  • Other development-related functions as required

Working Relationships
  • Develop and maintain strong working relationships with management, internal and external constituents, and donors
  • Act as liaison between Development and other agency departments internally
  • Work closely with the Director of Special Events to ensure operations are effectively and efficiently supporting and meeting department and organizational goals and objectives
  • Work as a team player and exhibit professional behavior and a positive attitude with both internal and external constituents that reflects positively on the Agency and is consistent with Agency policies and practices
  • Network and represent the Agency in a professional manner at all times


Minimum Qualifications
  • Bachelor's degree and 1-year of non-profit professional experience
  • 2 years' experience supporting senior administration and development staff
  • Demonstrated experience with special events, fundraising, development, and/or external relations shops
  • One year experience with CRM systems for records and moves management
  • Travel required up to 10% - for attendance at event-related committee meetings and happenings
  • Strong interpersonal and people skills with the ability to cultivate and maintain long-term relationships
  • Ability to work independently with limited supervision; take initiative and be a self-starter
  • Proficient in Microsoft Office Suite
  • Familiarity with project-based fundraising
  • Ability to cultivate positive working relationships with internal and external stakeholders
  • Strong organizational and time management skills with proven track record of meeting deadlines, managing various tasks, and strong ability to prioritize
  • Ability to use creativity to plan and execute tasks
  • Familiarity with marketing, communications, PR to effectively serve as agency representative
  • Strong written and spoken communications style

Preferred Qualifications
  • Bachelor's degree and 3-years of non-profit professional experience
  • 3 years' experience with CRM systems for records and moves management
  • Demonstrated experience leading volunteers and event-related task groups

Physical Demands & Work Conditions
  • This position requires sitting and looking and using a computer for long periods of time
  • Position may work in a child facility and have limited exposure to children
  • Lift, push, pull, move up to 25 lbs.

The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.


The statements herein indicate the general nature and essential duties and responsibilities of work performed by an employee in this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities required to perform the job. Management may assign or reassign duties and responsibilities of the job and may request the employee to perform other duties and responsibilities not listed at his/her discretion. This job description is not a contract between the employee occupying the position and the employer. Upbring is an at-will employer.