Project Coordinator (Contract)

POSITION SUMMARY

The ULI Oklahoma District Council Coordinator should have a passion for urban planning and possess a strong background in marketing, event planning, and communications. The District Council Coordinator’s overall responsibility will include acting as the primary meeting planner for multiple Tulsa events each year. This entails working closely with the District Council Executive Director, Tulsa Chair for Mission Advancement, Tulsa Programs Chair, volunteers, and other committee members to set the vision and execute the logistics.

The District Council Coordinator is a part-time contract position:

• To be determined – 15-20 hours a week plus evenings
• Work from home – must provide your own cell phone, computer, printer, and scanner

Due to the nature of the position with a non-profit organization, the Coordinator must be highly motivated, detail oriented, well-organized, and have a passion and ability to guide and support professionals involved in the District Council’s program of work. The Coordinator needs to be courteous and friendly as the face of the ULI and the District Council. The District Council Coordinator has a flexible work style and needs to have a familiarity with the major metropolitan areas within the state of Oklahoma. The part-time position is held in Tulsa.

SPECIFIC RESPONSIBILITIES

• Works closely with the District Council Executive Director to maintain administrative, financial and office operations of the District Council, including membership, sponsorship, programs, communications and community outreach
• Assist Tulsa’s committee chairs in managing all logistical aspects of planning, communicating, and implementing Tulsa area programming
• Support committees by sending meeting notices, tracking RSVP’s, updating committee lists, assisting with recruiting and retaining volunteers, and preparing for committee meetings
• Interface with committees to ensure individual assignments are accomplished between committee meetings
• Work with various other ad hoc committees created for special projects
• Prepare event collateral including: agendas, speaker bios, PowerPoint presentations
• Develop strategies and systems that ensure the success of organizing multiple events and meetings
• Develop programs and practices to recruit, satisfy and retain volunteer members involved in all local programs, committees and other activities
• Manage and maintain day-to-day District Council operations including but not limited to managing files, databases, records, calendars, and inventories
• Access records from ULI’s database to generate labels, reports, meeting rosters, badges, etc.
• Receive and answer phone/email inquiries from members and prospects
• Send out email blasts to Tulsa membership and coordinate with District Council Executive Director for District Council-wide communication
• Oversee and process all Tulsa event expenses, including submitting all money received for event registration, sponsorship, etc.
• Track actual revenue and expenses to budget on a monthly basis and report monthly to review financial performance
• Work with the District Council Executive Director in the preparation of annual budget and recertification plans
• Perform other administrative, marketing and communications duties and projects as required as part of the District Council team

INTERNAL RELATIONSHIPS

Maintain daily positive working relationships working with the District Council Executive Director. Work directly with ULI headquarters staff and disseminate information to applicable departments, as needed.

EXTERNAL RELATIONSHIPS

Develop and maintain ongoing working relationships with ULI Oklahoma District Council committee members, ULI members, prospective ULI members, representatives of member firms, sponsors, media, and vendors.

REQUIREMENTS

• Bachelor’s degree preferred
• Experience in marketing, communications, public affairs and/or public relations
• Experience in events management
• Knowledge and passion for land use planning and real estate development industry recommended but not required
• Strong computer skills with proficiency in Microsoft Office (Word, Excel, Outlook, Power Point) & Google Suite of apps
• Experience with social media marketing and networking
• Strong written and oral communications and interpersonal skills to work with senior business and public-sector executives
• Experience sourcing, hiring, and managing vendor relationships to achieve desired results within budget
• Ability to initiate tasks and assume responsibility, and to work with minimal supervision in a fast-paced environment with a high-volume of work
• Ability to prioritize tasks, to handle multiple tasks concurrently and completely, with responsible follow-through
• Meticulous attention to detail
• Use of personal vehicle
• Ability to attend regular early morning and evening events in Tulsa; Ability to set up and tear down events
• Ability to travel to ULI event(s) occasionally in other locations
• Non-profit management is a plus but not required

PAY

Commensurate upon experience. Pay is contract pay and a 1090 will be issued. The contractor is not eligible for ULI benefits.

Job Types: Part-time, Contract

Pay: $45,203.82 - $54,439.01 per year

Expected hours: 15 – 20 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: Remote