Foundation Special Events Producer/Manager

Seacrest Foundation

Seacrest Foundation raises funds to support Seacrest Village and Seacrest at Home in their ability to provide charitable care to those frail and elderly members of our community who may have nowhere else to turn for help. Seacrest Village is a vibrant senior housing and healthcare organization that provides a nurturing and caring environment–all within the Jewish tradition. Seacrest at Home cares for the elderly who need assistance with the activities of daily living residing in their own homes throughout San Diego. If you are looking for work that is meaningful and provides you with a sense of pride in helping the most vulnerable among us, we want to talk with you! If you enjoy collaborating with colleagues who work as a team in every sense of the word, we want you to be a part of the Seacrest Foundation Team.  

I. BASIC PURPOSE OF POSITION:

• Evaluate, plan, implement, budget, promote, and oversee the daily operations and timeline of all  events and public relations efforts for Seacrest Foundation.
• Help the Foundation raise funds by successfully marketing our events and increasing the donor base.
• Work closely with the Seacrest Foundation volunteer committees to plan events: Guardians of San Diego (who help to plan our annual golf tournament, casino night, or other events) and the Women’s Auxiliary (who help to plan our annual fundraising gala), organize regular committee meetings, develop good working relationships with committee members, prepare agendas, track all tasks.
• Plan the annual Patron Recognition Party for contributors who are part of “The 211 Club” and other Foundation events occurring at Seacrest Village.
• Create and maintain the Seacrest Foundation events pages of the Seacrest Village website and event registration website to insure an excellent experience for potential and current contributors.
• Responsible for utilizing Donor Perfect and Greater Giving databases (data entry, maintaining accurate data, running reports, queries, pulling invitation mailing lists, and other data entry and data base management.)
• Acknowledges all contributions for events with timely letters/emails/phone calls, and proper recording in databases.
• Produces portions of the Foundation news publication, Happenings Magazine, biannually, along with Director of Philanthropy.

II. CUSTOMER/CLIENTS SERVED BY POSITION:

Director of Philanthropy, Chief Foundation Officer, Seacrest Foundation Board members, Women’s Auxiliary committee members, Guardians of San Diego committee members, contributors, and other community members.

III. OUTCOME WHEN JOB IS DONE WELL:

The Director of Philanthropy will enjoy the satisfaction of an organized, detail-oriented Special Events Manager who sets and meets deadlines and is confident that events are professionally well planned, thoroughly carried out and whose efforts result in meeting or exceeding budgeted net revenue goals for events for Seacrest Foundation. Seacrest Foundation will receive consistent, creative, and informative public relations through press releases. The Foundation Events Manager is competent and operates with minimal supervision from the Director of Philanthropy.

IV. EDUCATION REQUIREMENTS:

Minimum of B.A. degree in business administration, public relations, marketing, non-profit management, fundraising/development, or related field.  Five (5) years’ work experience in the field is acceptable in lieu of a degree. We encourage you to apply if you feel you would excel in this role and may not have preferred degree or education.

V. EXPERIENCE REQUIREMENTS:

Minimum two (2) years’ experience in the management of non-profit special events or similar experience. 

VI. SPECIAL SKILLS, LICENSES, CERTIFICATION AND /OR SPECIAL TRAINING REQUIREMENTS: Current class C driver’s license.  Excellent interpersonal working skills with various age groups. Leadership, organizational, and managerial skills while working in the community are beyond reproach. Excellent budgetary skills.  Confidentiality imperative when related to gifts or contributions on behalf of Seacrest Foundation. Must be comfortable with technology, able/interested in learning new technical systems, Video Conferencing proficient (Zoom, Teams, etc.), Microsoft Office proficient, especially in Excel and Word; experience in Greater Giving, Donor Perfect, Constant Contact, and/or other fundraising/event/donor software a plus. Must be able to pass pre-employment TB exam and physical and able to obtain fingerprint clearance per licensure for Title 22.

ENCOURAGEMENT TO APPLY
We understand that women, people of color, and other underrepresented groups often feel they need to meet every qualification listed to apply for a role. At Seacrest, we are committed to creating an equitable and inclusive workplace, and we strongly encourage you to apply, even if you do not meet preferred requirements. .

VII. ESSENTIAL JOB DUTIES THAT MUST BE SAFELY PERFORMED WITH OR WITHOUT REASONABLE ACCOMMODATION WITHOUT POSING A DIRECT THREAT TO OTHER EMPLOYEES, RESIDENTS AND STAFF:

WORK PERFORMANCE – job knowledge, quality, productivity, planning, creativity, initiative

1. Evaluate, plan, implement, and oversee all fundraising activities and special events for Seacrest Foundation, working with volunteer committees from Guardians of San Diego and Women’s Auxiliary from concept to end.
2. Establish and manage budgets for fundraising events. Prepare balance sheets showing net results using Microsoft Excel. Solicit sponsorship and underwriting contributors for events and collect outstanding ticket or pledge amounts.
3. Obtain cost estimates, negotiate, and contract for services and goods required by Seacrest Foundation in conjunction with their fundraising activities.
4. Assist the Women’s Auxiliary and Guardians of San Diego volunteer committees to maintain and increase annual membership through annual direct mail membership drives, and other efforts.
5. Ensure that the Guardians of San Diego and Women’s Auxiliary receive the support services and assistance necessary for their development of new membership and leadership.
6. When necessary, obtain estimates and negotiate the services of graphic designers, photographers, production teams, artists, and printers for events, invitations, programs, signage, and magazines.
7. Manage the social media and event public relations of Seacrest Foundation, analyze needs, and implement programs/ad campaigns that meet defined goals and objectives of the Foundation. Prepare and review event press releases, media kits for submission to the media for events and as requested by the Director of Philanthropy.
8. Maintain by-laws, agenda, meeting minutes, and arrange annual meeting for Guardians of San Diego and assist support/committee in following Parliamentary Procedure.
9. Assist with the continued growth of the donor data bases held by Seacrest Foundation, through recruiting new committee members and contributors to events.
10. Acknowledges all contributions for events with timely letters/emails/phone calls and proper recording in databases.
11. Work in a cooperative manner to maintain a positive relationship with other Jewish and secular organizations.
12. Maintain respect for Seacrest Village residents’ and Seacrest Foundation contributors’ confidentiality and privacy.
13. Write brochures, letters, and other fundraising materials for the Women’s Auxiliary, Guardians of San Diego, & Seacrest Foundation.
14. Schedule and lead committee meetings and serve as liaison between Seacrest Foundation and the Women’s Auxiliary and Guardians of San Diego volunteer committees.
15. Maintains and updates the Seacrest Foundation events pages on the Seacrest Village Retirement Communities’ website and event registration website. Responsible for working with website management vendor, Donor Perfect, and Greater Giving to create and implement new web pages/donation forms as needed, and build out event online registration/donation forms, etc.
16. Responsible for updates and maintenance of donor records of the Donor Perfect and Greater Giving databases and Constant Contact email system.
17. Responsible for managing timely completion of all tasks required to produce events. Must be able to effectively delegate to volunteers and other staff within Seacrest Foundation as needed to accomplish this.
18. Recruit and train event volunteers.
19. Oversees all Seacrest Foundation events held at Seacrest Village.      
20. Additional duties as assigned by supervisor.

FACTORS AFFECTING WORK PERFORMANCE - Attendance, dependability, achievement, interpersonal skills

1. Make time to have fun at work, laugh, breathe, and smell the roses.
2. Regular, punctual attendance. Flexibility in schedule as it may include some weekends, evenings, and holidays.
3. Additional duties as assigned by supervisor with minimal direction necessary.
4. Timely completion of work.
5. We are looking for someone who is a self-starter, takes initiative, is able to work collaboratively, and independently.
6. Be a team player and able to get along well with co-workers and other departments. Create and maintain a positive work environment based on individual respect, responsibility, candid feedback, personal and professional growth.

MISSION, VISION, POLICY AND REGULATIONS - SV Philosophy, judgment, adherence to policy, and regulatory

1. Represent Seacrest Foundation in a professional and positive manner within and outside the community
2. Mission - Familiarize self with Seacrest Village & Seacrest at Home policies and procedures and same with the Jewish tradition as observed by Seacrest Village residents, family and guests.
3. As a matter of SV policy and federal and state law; attends HIPAA training, follows HIPAA confidentiality and privacy policy, applies “minimum necessary”, “needs to know” guidelines on all PHI information and reports non-compliance violations to Privacy Officer.
4. As a mandated reporter per DOJ requirements: attends Mandated Reporter Abuse training meetings, will report all abuse incidents; physical, emotional, financial, sexual, verbal, completing the 1) SOC 341 form, mailing or faxing, 2) calling the ombudsmen and/or department of health services; Assisted Living and Independent Living, call ombudsmen, and APS (adult protective services) and, 3) informing supervisor so resident can be protected.
5. Follow the corporate compliance standard and employee code of conduct, of performing work with an ethical behavior and utilizing proper business conduct and professional practice, that complies with applicable laws, rules and regulations; as serving the residents, preserving the organizational reputation, maintaining resident/employee trust, community respect. Reports non-compliance or concerns to Corporate Compliance Officer.

VIII. NON-ESSENTIAL JOB FUNCTIONS: Run errands on behalf of the department, handle routine Seacrest Foundation inquires and correspondence, help as needed with contribution  acknowledgements and processing tasks, and other duties as assigned.
 

IX. EQUIPMENT REQUIRED IN THE PERFORMANCE OF ESSENTIAL JOB DUTIES: Computer, Copier, Fax, printer, and telephone, calculator.

X. PHYSICAL REQUIREMENTS:  Requires ability to sit (or stand – your choice!) at desk for several hours at a time.  Able to stand on feet for several hours at a time during planned special events. Constant use of hands for tasks including but not limited to inputting data on the computer, filing documents, and writing notes, etc.  Requires viewing of computer monitor.  Excellent vision and hearing.  Able to lift up to and move unassisted, 25 lbs.  

This position is 5 days/week in the office for the first 3 – 6 months. Option for hybrid work thereafter on arrangement with Foundation management.