Kaleidoscope Inc., a non-profit, child welfare organization located in Chicago, Illinois is looking to fill the position of Part Time Special Events Coordinator.
Founded in 1973, our mission today is to empower children, youth and families impacted by abuse and neglect to build resourcefulness, resiliency and supportive relationships. Our vision is that all children and youth have the opportunity to enjoy safe and healthy lives nurtured by responsive adults.
At Kaleidoscope, we stake our reputation on providing the highest quality child welfare services to children, youth and families involved with the Department of Children and Family Services. The work we do is both challenging and rewarding. To accomplish this high level of success, we place the utmost value on our employees and seek to provide them with opportunities for professional growth through supportive supervision, ongoing attachment and trauma-informed clinical training, small caseload ratios, flexible work schedules, competitive pay and excellent benefits.
Reporting to the Executive Director, the Special Events Coordinator will carry out the planning, coordination and execution of all activities surrounding fund development events including stakeholder reporting, marketing, communication, managing vendors, volunteers and committees.
Essential Duties and Responsibilities
Assist in raising annual revenue surrounding fundraising special events;
Plan, coordinate and execute fundraising and other special events;
Work with the Executive Director, Controller, the Fundraising Committee of the Board, and event planning committees and other Kaleidoscope staff to implement each aspect of Kaleidoscope’s fund and friend-raising events, including entertainment, food and beverage, décor, donated supplies and silent auction items;
Serve as a primary contact for event sponsors, building relationships and staying in communication about sponsor benefits, event logistics, guests, and other event-related details;
Support teams and committees for each event including staff, board and volunteers by leading meetings, preparing minutes and providing prompt and professional service;
Maintain timelines, calendars and other tracking tools for events, including deadlines and milestones;
Handle fiscal accountability for significant income requirements. Provide timely and accurate projections to all stakeholders in accordance with Kaleidoscope’s fundraising policy;
Work in collaboration with designated staff to coordinate and implement event-related invitation and solicitation mailings to donors, corporate event sponsors, event leaders, committees, in-kind donors, and other selected guests;
Solicit, review and recommend vendors and contracts;
Manage event ticket sales and track income, collaborating with operations and accounting colleagues;
Organize silent auctions, including collecting, organizing and packaging donated items, writing item descriptions and managing the online bidding software;
Work closely with the Executive Director and other colleagues in developing event-related web and print materials, including invitations, e-blasts, programs, auction catalogues, and signs;
Oversee event volunteers and respond to inquiries regarding volunteer opportunities, including reviewing applications, organizing volunteer events and tracking volunteer involvement in collaboration with the Events and FYF Manager;
Anticipate and attend to the special needs of celebrities and VIP guests at events;
Research and recommend event data planning and tracking tools;
Prepare and present, where appropriate, event-related reports for agency stakeholders;
Attend all events and planning meetings.
In collaboration with the Executive Director and other designated event team members, create event “run of show” schedules and procedures.
Expected Hours of Work
Work schedules are typically based on the nature of the position. The Special Events Coordinator will be expected to work 5-10 hours per week; work schedule to be developed with and approved by the Executive Director. Hours worked over 20 hours require Supervisory pre-approval. A work week is defined as Sunday to Saturday.
Educational Requirements/General Qualifications
Primary Requirement: Demonstrated ability to effectively develop and implement fundraising and other special events.
Minimum Degree Required: High School Diploma
Degree Preferred: Bachelor's degree
Minimum Years of Experience: 2 years of experience performing fund development activities.
Information Technology Skills Required: Microsoft Office Proficiency.
Other Requirements: Excellent organizational, oral communication and time management skills. Full time use of insured, operating automobile and valid driver's license.
Additional Salary Information: Kaleidoscope Inc. is an Equal Opportunity Employer.