Job Description

The Development Events Coordinator will assist in the planning and execution of high-quality engagement and cultivation experiences for prospective and current supporters, Board Members, community partners, volunteers, as well as other development stakeholders across the KIPP Texas network. Success in this role contributes to building a strong donor pipeline, retaining supporters, increasing contributions (both monetary and in-kind), and supporting the coordination of stakeholder engagement events. The Development Events Coordinator, in collaboration with the Managers of Development Events across regions, the Director of Development Events, and the Managing Director of Development Events is charged with an annual fundraising goal to support our General Operating budget. As ambassadors of the KIPP mission and brand, they’re responsible for raising public awareness about KIPP Texas through fundraising events. The ideal candidate will have strong organizational skills, flexibility, some experience in fundraising/events, and the ability to build and maintain relationships both internally and externally. This position will work closely with each regional Director of Development, and Development Manager to appropriately coordinate and provide local and statewide donor engagement support through fundraising events.

_ MAJOR RESPONSIBILITIES AND DUTIES:_ The Development Events Coordinator will be responsible for
Strategic Planning Program Design
● Oversee research and analysis of event opportunities, key dates, and competitor activities to develop strategic recommendations that enhance donor engagement and align with the organization’s mission.
● Oversee event logistics coordination, ensuring alignment with organizational goals and budgetary constraints.

_ Vendor & Contract Management_
● Lead vendor research, selection, and contract negotiations to ensure seamless event execution.
● Autonomously manage the onboarding of vendors and oversee contract execution in compliance with budget and procurement policies.
● Evaluate vendor performance throughout planning & execution process and provide strategic recommendations for resource allocation. Share insights to adjust event strategies based on analysis and feedback to optimize outcomes.
● Lead & collaboration between the Development Events and Finance teams to streamline vendor procurement processes and ensure efficiency.
● Manage vendor invoice collection and onboarding with internal KIPP teams and departments. Provide timely updates and recommendations on vendor processes to Managers.

_ Program Evaluation & Improvement_
● Provide strategic recommendations for program direction based on market research.
● Resolve complex vendor issues and adapt event elements in response to participant feedback.
● Analyze event outcomes and gather stakeholder feedback to refine strategies and maximize impact.

_ Financial Oversight & Budget Management_
● Manage credit card transactions, process reimbursements, maintain accurate records of receipts, and prepare financial reports for the Managing Director and Director of Development Events, ensuring all charges and payments comply with organizational policies and auditing standards.
● Develop and implement team protocols for the collection of credit card statements, reimbursements, and reconciliations, ensuring compliance with financial policies.
● Lead budget reconciliation post-event and oversee financial close-out processes to ensure accuracy and compliance.
● Ensure adherence to the statewide event budget of $780K.
● Track fundraising progress to meet the $2 million annual goal.

_ Event Execution & Operations_
● Own statewide travel logistics, including lodging, transportation, and per diem budgets, ensuring accurate budget tracking and management.
● Schedule and oversee event close-out protocols, including student gratitude experiences, vendor returns, and financial reconciliation.

● Act as the primary liaison with the Finance team to manage financial auditing and event close-out process.
● Take responsibility for executing event marketing efforts such as the delivery and pickup of
marketing materials in collaboration with the communications vendors.

_ Volunteer & Student Engagement_
● Oversee and manage student involvement and preparation, including the issuing and collection of permission slips, media releases and training.
● Take responsibility for coordinating student transportation, training, and meals, ensuring smooth logistics.
● Co-manage volunteer responsibilities alongside the Manager of Development Events, providing direction and oversight on event days.

_ Administrative Support & Stakeholder Engagement_
● Coordinate and schedule team meetings and retreats, overseeing all logistics to ensure smooth execution.
● Build and maintain relationships with community partners to enhance event support and sponsorship opportunities through effective and professional communication.
● Assist the development team in preparing presentations, reports, and correspondence related to event planning and stakeholder engagement, providing clerical support and sharing insights and feedback.
● Manage vendor and student post-event follow-ups, including thank-you notes/emails, surveys, and impact reports, to strengthen stakeholder relationships.

_ Perform other duties as assigned_

Qualifications

_ QUALIFICATIONS:_
Education and Knowledge:
o 1-2 years of event management experience with a proven record of accomplishment of managing complex projects independently. Candidates with relevant experience are encouraged to apply.
o Experience with donor databases and CRM tools preferred.
o A bachelor's degree in a related field (e.g., Communications, Marketing, Event Management, Nonprofit Management) or equivalent experience is preferred but not required.

_ Travel Work Time Expectations:_
○ Preferred candidates will have access to a reliable vehicle, as this role may require picking up, delivering, and returning event-related materials and supplies as needed, traveling to schools, etc.
○ Requires flexibility regarding statewide travel and lodging for event support as needed
○ Required to work in-person from regional offices three days a week
○ Must be prepared to work extended hours, including evenings and weekends, during peak event seasons to ensure successful event execution. This includes working during KIPP or public holidays as needed.

_ Skills:_
● Excellent communication and interpersonal skills for stakeholder engagement, donor outreach, and volunteer coordination.
● Highly organized with attention to detail in logistics, scheduling, and financial reporting.
● Proficient in event management software, budgeting tools, and CRM systems.
● Strong decision-making skills with the ability to exercise independent judgment.
● Budgeting and vendor negotiation skills with expertise in financial reconciliation and procurement.
● Mastery of Microsoft Office, particularly Excel, for financial tracking and reporting.
● Proficiency using computers, printers, copy machines
● Strong follow-up and follow-through communication skills necessary

Additional Information

KIPP provides equal employment opportunities for all applicants and employees. As an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability.