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Job Scope:

Do you enjoy planning parties!? Do you have experience organizing events!? Then partner with the foundation staff for designing, planning and executing Savoring Excellence, an elegant annual dinner/program event held in mid May to honor the generosity of top donors for Clark College programs and students. Work closely with foundation staff, college faculty and administrators, and students. Provide intermediate to advanced level support and/or lead with event planning and program, organization, management, and execution. The job provides an opportunity to produce a creative and budget conscious event/program for a key community nonprofit organization. Typically, a champagne and hors d’oeuvres reception in the art gallery from 5:30 to 6:30 p.m. is followed by dinner and program in the Gaiser Student Center from 6:30 to 8 p.m. Clark College students and programs that have benefited from donor generosity are typically featured in the program.

General Position Summary:

Design, plan, and execute Savoring Excellence event in collaboration and cohesive partnership with foundation staff. Responsibilities may include the following (depending on experience):
• Develop budget/theme for the event.
• Plan decorations (stage, dining room, hallway, tables, flowers, lighting, etc.)
• Plan menu, wine/beverages, and dinner service; work with vendors.
• Plan entertainment—one hour program highlighting college programs and students. Schedule rehearsal. Write script.
• Event staffing—provided by foundation, college personnel, and students.
• Foundation will produce publications, mailings, nametags, etc.
• Fulfillment, fun, and experience!

Interpersonal Contacts:

The job requires contact with a variety of people both inside and outside the Clark College Foundation. Contacts are made in person, by phone, or by email with vendors, visitors, donors and college staff, faculty, and administrators. Contacts may deal with confidential or sensitive information.

Education and/or Experience:

High school education or equivalent plus previous event planning or equivalent education is required.

Specific Job Skills:

• Creative flair, energy, and passion especially for event productions.
• Access to and ability to operate a car, personal computer and Microsoft Office software (especially email and word processing).
• Access to and use of telephone.
• Attention to detail.
• Capable of a high level of discretion and confidentiality.
• Excellent interpersonal, oral, and written communication skills.
• Solid decision-making ability and common sense in judgment.
• Ability to work both independently and in a team.
• Ability to write and distribute minutes; conduct follow-up of meeting actions.
• Ability to develop and follow project scope, action steps, timelines, and write post event summary.
• Ability/mobility/agility to manage room setup details on event day. (no heavy lifting required)
• Have fun!

Conditions of Volunteer Status:

• Must be able to make a commitment of 2-3 years
• Must sign a confidentiality agreement and conflict of interest form
• Must have a valid driver’s license

Mental and Physical Requirements:

• Regularly requires interpersonal skills, teamwork, creativity and the ability to read, write, speak and understand English at the level necessary to successfully perform assigned responsibilities.
• Decision-making, discretion, customer service, and independent judgment or action is frequently required.
• Some lifting may be required.
• During event night, ability to make decisions and change directions quickly as needed.

Job Conditions:

• Planning: Begins in January with bi-weekly meetings set by the chair, generally held at the foundation office. Concludes with post-event follow-up meeting.
• Time requirements: Jan – Apr, approximately 8 hours per month. Time is spent in meetings and coordination/recruitment communications. During the final three weeks before the event, approximately 12 hours per week, much of it spent in meetings and follow-up to assignments. Depending on décor/program, evening rehearsals may be held 1-2 days prior to the event. Event day will involve full afternoon and evening.
• Most tasks are managed from the home or office. Computer, telephone, and car are required.
• Most importantly—have fun!

Kay Cooke
Clark College Foundation
1933 Fort Vancouver Way
Vancouver, WA 98663
Telephone: 360-992-2705
Facsimile: 360-750-5759
E-mail: kcooke@clark.edu