Special Events Coordinator

Overview: This position will provide direct administrative support to the Director of Finance and Board Liaison and for WPRCI Foundation Funds. This position is responsible for coordinating activities and events for WPRCI Administration and activities associated with the WPRCI Board of Advisors.
The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving the health, health care, and well-being of Arkansans.

The safety of our team members at the University of Arkansas for Medical Sciences is our top priority. For this reason, successful applicants for this position must be fully vaccinated against Covid-19 or have filed a request for medical or religious exemption by March 15, 2022 as a condition of employment. UAMS will adhere to all federal, state and local regulations and will obtain necessary proof of vaccination prior to employment to ensure compliance.

UAMS offers amazing benefits and perks:

• Health: Medical, Dental and Vision plans available for staff and family
• Holiday, Vacation and Sick Leave
• Education discount for staff and dependents (undergraduate only)
• Retirement: Up to 10% matched contribution from UAMS
• Basic Life Insurance up to $50,000
• Career Training and Educational Opportunities
• Merchant Discounts
• Concierge prescription delivery on the main campus when using UAMS pharmacy

Salary offered commensurate with experience.

Responsibilities:Administrative Coordination – WPRCI Board of Advisors, WPRCI Envoys Board:

• Coordinates all logistics of the WPRCI Board of Advisors (previously the WPRCI Foundation Fund Board) and its committees or sub boards. This will involve making physical arrangements, invitations and notices, program presentations, catering, informational materials, minutes and follow-up.
• Coordinates logistics for special meetings involving senior UAMS leaders, Board members and other donors.
• Responsible for collaboration with all units of UAMS (office of the Chancellor, Institutional Advancement, Cancer Institute Administration, Cancer Institute Auxiliary, etc.) to ensure information is available and up to date for all board members and UAMS officials at all times, especially before board meetings. This will require executive-level scheduling involving multiple calendars, as well as venue arrangements, catering, tours, informational material, etc.
• Collaborates with Cancer Institute media staff to produce, print, and electronically communicate marketing material, annual giving solicitations, invitations, proposals, grants, and other.
• Demonstrates a high level of confidentiality, integrity and innovative thinking to help achieve desired outcomes as defined by the WPRCI Board of Advisors. Promote and model positive multidisciplinary collaboration and interaction with volunteers, colleagues, and management team.
• Adheres to all UAMS policies and procedures.
• Supports the overall operations, by assisting with mailings, event and meeting preparations, or other duties as assigned. Provides administrative support as directed by the Director of Finance and Board Liaison WPRCI Board of Advisors.

WPRCI Special Events Coordination and Support:

• Helps to coordinate and manage WPRCI fund raising events by working with WPRCI Board of Advisor members, UAMS personnel, and other partners.
• Responsible for developing content to be used in event marketing and promotion materials (sponsorship packets, participant forms, event proposals, etc) and working with UAMS Creative Services to execute the completion of developed materials.
• Ensures coordination of WPRCI special events with many UAMS units including but not limited to, Institutional Advancement office, the Office of General Counsel, the Chancellor’s office, Campus Operations, Marketing and Communications (Creative Services), and other UAMS stakeholders. Will be involved with the decisions regarding these special events and have oversight management responsibility over all financial aspects of event budgeting.
  • Examples of such events are Rock Star Lounge which involves up to 400 attendees and $641K gross gift revenue 2009-2019, and Hot Springs Village Walk which involves up to 300 walkers and $397,205 gross revenue 2013-2018.
• Other activities for example that this position and staff will coordinate are “Doctors In” events, staff recognition activities, such as retirement receptions, NCI designation related events such as External Advisory Board meetings, etc.
• Responsible for ensuring that information is provided to the donor database with the Institutional Advancement, providing any received updates due to donor correspondence during WPRCI events.
• Establishes and maintains contacts with the various departments in Arkansas State agencies as well as officials in the City of Little Rock, and other various cities to ensure compliance on the state and city level in regards to WPRCI events.
  • Examples of departments this position will maintain contact with includes the Arkansas Department of Health, City Convention and Visitors Bureaus, Arkansas Department of Parks and Tourism, City departments of Parks and Recreation. Also required to network and coordinate with other event-related venues.
• Supports the Director of Finance and Board Liaison with various task including processing expense reimbursement request for Cancer Institute administrative officials.
• Responsible for requesting and processing invoice payments and other expenses related to WPRCI special events.
• Documents and forwards financial documents received to UAMS Foundation office.

WPRCI Fundraising:

• Helps to identify and solicit potential sources of gift and support for WPRCI specific fundraising events that are not under Institutional Advancement.
• Coordinates with UAMS personnel to obtain necessary administrative approvals, and provide assistance in identifying, recommended appropriate strategies and securing gifts for WPRCI programs through fundraising events.
• Collaborates with internal and external sources to establish relationships that will lead to soliciting sponsorships for fundraising events, in person and through mailings.

Other duties as assigned.Qualifications:Minimum Qualifications:Bachelor Degree in Health, Business or related field plus 3 years’ experience in project coordination or administrative support OR HS Diploma plus 7 years’ experience project coordination or administrative support experience.
Preferred Qualifications:Experience in fund raising or event planning setting.
UAMS is an Affirmative Action and Equal Opportunity Employer of individuals with disabilities and protected veterans and is committed to excellence. If you need a reasonable accommodation for any part of the employment process, please contact us by telephone at (501) 686-6432 and let us know the nature of your request. We will only respond to messages left that involve a request for a reasonable accommodation in the application process. We will accommodate the needs of any qualified candidate who requests a reasonable accommodation under the Americans with Disabilities Act (ADA).Physical Requirements: Stand: Occasionally
Sit: Frequently
Walk: Frequently
Bend, crawl, crouch, kneel, stoop, or reach overhead: Occasionally
Lift, push, pull, carry weight: 10 lbs or less
Use hands to touch, handle, or feel: Never
Talk: Frequently
Hear: Frequently
Taste or smell: Never
Read, concentrate, think analytically: Frequently
Physical Environment: Inside Office Environment
Noise Level: Moderate
Visual Requirements: Not required
Hazards: None