Description

The Development Events Coordinator supports the Development Events Manager in planning and executing internal donor, member, and collaborator events. This includes all events related to our Women's Board, Donor Forum community, and OMCA Members. The Development Events Coordinator will work cross departmentally with other OMCA teams and will also support communications with vendors and talent. This role is required to be on-site for at least half of their scheduled weekly hours. Events are often held outside of regular business hours. The candidate must also be available to work occasional nights/weekends that will be scheduled in advance.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following reflects OMCA's definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons. 

INSTITUTIONAL RESPONSIBILITIES

• Support the Museum's mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future
• Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement
• Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives
• Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement
• All positions will have core functional responsibilities, cross functional team activation and learning and development as a core function of each role.

POSITION DUTIES AND RESPONSIBILITIES

Administrative Support

• Maintain all event documents including insurance records, permits, contracts, loading requirements, etc. and convert to digital format 
• Act as initial point of contact for event inquiries, respond to clients in a timely manner in writing/email, in person or via the telephone
• Process deposits and purchase authorizations for all Event Services clients and vendors
• Track invoices and expenditures for internal events
• Facilitate post-event follow-up to include processing invoices, incident reports, record keeping and follow to clients
• Participate in the request for proposal (RFP) process for acquiring preferred vendors, track success of vendors and communicate to clients and staff accordingly

Event Support

• Attend meetings regarding facility usage and event execution, and compliance with facilities, local, state and federal building guidelines and permitting
• Troubleshoot when unexpected situations arise, causing an event to be compromised, both in planning phase and day of event 
• Support design needs for events working with the graphic design team and external vendors
• Work with the Development Events Manager as the lead or support during most internal events for set-up, break-down, program, and other event needs
• Managing pick up and drop off of event materials
• Vendor research and communications
• Support with talent and programming elements

EXPERIENCE

• 2 plus years of related experience in an administrative or events role.  
• English language proficiency in both spoken and written form
• Knowledge and experience in event production, audio-visual systems and procedures, food & beverage, customer service, and vendor relationships preferred
• MS Office (Word, Excel, PowerPoint) knowledge experience preferred.

WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The environment may include:

• Museum environment involves both indoor and outdoor working conditions
• Engage with diverse visitor populations for extended periods of time in the galleries or throughout the campus
• Ability to work a flexible schedule, including occasional evenings and weekends
• Ability to lift up to 25 lbs.

EEO STATEMENT

The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities.

COMPENSATION: $31.28 - $31.28/hr

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