Associate Director Protocol & Special Events, Center City - Full Time

Job Summary

The Associate Director, Protocol & Special Events, manages all the financial reporting and reconciliation of the office and supports projects and events originating from the Office of Institutional Advancement, Office of the President, and Office of the Provost (TJU). Position will provide professional support in the planning and implementation of ad hoc events and functions, as directed, with members of the campus community to collaboratively plan high quality events and functions. The Associate Director, Protocol & Special Events, will ensure that high standards and/or institution wide priorities are reflected in the support and presentation of all events. The individual must plan all donor events, donor recognitions, presidential house dinners, cultivation events and stewardship events.

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Leads fiscal management of the Office of Protocol and Special Events. Makes critical decisions on the yearly budget, reconciles all the fundraising dollars and is the internal liaison for all money spent.
• Negotiates and signs contracts at levels conforming to OIA and Jefferson policy.
• Chooses and confirms vendors that support major events for the institution. Plans and assists 80+ events yearly. Works directly with the Assoc. VP and senior staff in creating integrated and comprehensive event programming.
  
• Works on major fundraisers with goals; SKCC of $200K+ and Jefferson Gala $800K+. Speaks with donors, actively solicits gifts and collects those gifts (cash or gifts-in-kind).
  
• Researches and evaluates appropriate venues and vendors to produce all event needs
  
• Creates and manages timelines for each event with deadlines for printing and production requirements
  

Additional Information

• Draft agendas, layouts, checklists, and when necessary conduct meetings relating to events assigned
• Work with the communications team to design and draft invitations, programs, signage and assist in proofing all materials
• Liaise with various hospital and university offices and external donors in planning event functions
• Assist managing large fundraising events throughout the year including donation tracking, working closely with gifts processing and reporting of fundraising amounts appropriately
• Manage and quality control Excel and Word documents including: mailing lists/ accurate mail merges, RSVP lists, and attendee lists for Institutional events.
• E-mail messages and all manners of written correspondence on behalf of the office of Protocol and Special Events
• Manage all the financial reporting and reconciliation in a timely manner - including balancing the budgets for Protocol of $100K+, fundraising budgets of $200K+

Qualifications

Minimum Education and Experience Requirements:

Education:

• Bachelor's Degree required

AND

Experience:

• Three + years in development and/or donor relations, preferably in higher education or at a research based university.

Conditions of Employment

Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson's clinical entities or at the University. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.

Closing Statement

About Jefferson

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University , home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health , nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.