Program Coordinator, Member Services (Conferences)

  • California School Boards Association
  • 3251 Beacon Boulevard, West Sacramento, CA, USA
  • Aug 24, 2021
Full time Customer Service Education Hospitality Nonprofit-Social Services Other

Job Description

SUMMARY

Under general supervision, develops, plans, and coordinates Association conferences, seminars, workshops, meetings, training programs, and member agency related activities; analyzes practices and procedures and makes recommendations for operational and procedural improvements; fosters cooperative working relationships among Association departments and acts as liaison with various educational, community, public, and member agencies; and performs related work as required.

 

ESSENTIAL DUTIES & RESPONSIBILITIES

  • Plans, prepares, organizes, coordinates, and executes Association conferences and member agency related activities.
  • Participates in the development and implementation of goals, objectives, procedures, and priorities for assigned events and programs; identifies resource needs; recommends standard operating procedures, improvements, or modifications.
  • Assists in developing and updating agendas, presentations, and curriculums for assigned events and training programs.
  • Contributes to the development and overall design and marketing for events and training programs; creates marketing materials, including developing and preparing brochures, flyers, newsletters, articles, ads, and other materials.
  • Contributes to the development of and coordinates the use of mobile applications for conferences, seminars, workshops, meetings, training programs, and member agency related activities.
  • Acts as department representative for information technology management systems.
  • Coordinates and participates in pre-registration and on-site registration; instructs assigned temporary staff in work procedures and ensures procedures are followed in accordance with established priorities.
  • Assists in identifying and selecting presenters, instructors, and trainers; coordinates presenter and trainer travel arrangements; provides required information, presentations, and materials, for events and training programs; tracks payments in accordance with established contracts.
  • Assists the Director, Conferences with facilitating meetings of all levels of stakeholders; developing and coordinating committees and supporting participants.
  • Assists the Director, Conferences in making committee recommendations to CSBA leadership.
  • Estimates costs of supplies and materials; orders supplies and materials for events and training; maintains records of purchase orders; assists with event and training program budget development; monitors expenditures and revenues.
  • Participates in coordinating events logistics, including hotel and room reservations, audiovisual equipment, technical support, exhibits, catering, and room set-up.
  • Collects and analyzes program evaluation and participant’s data; develops reports for management review.
  • Reviews current and changing education policies and issues related to assigned events and programs; recommends events and training program topics and content areas.
  • Acts as a representative to attendees and staff regarding questions, problems, concerns, and activities in the provision of events and training programs.
  • Provides a high level of customer service and problem-solving tact for conferences and events. 
  • Reads and demonstrates an understanding and adherence to CSBA values, policies, and practices.
  • Demonstrates respect, honesty and professionalism at all times.
  • Adheres to an established work schedule and the organization’s timekeeping practices.
  • Develops and maintains a Procedure Manual, outlining the Association’s processes and procedures for Conferences. Establishes, updates, maintains and communicates Policy Manual annually.
  • Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

  • This position has no supervisory responsibilities.

Requirements

QUALIFICATIONS

Knowledge of:

  • Principles, practices, and service delivery needs related to assigned events and training programs.
  • Procedures for planning, implementing, and coordinating a variety of events, training programs, and activities.
  • Sources of information related to a broad range of education policy and programs.
  • Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
  • Publix relations and marketing techniques.
  • Recent and on-going developments, current literature, and sources of information related to assigned duties.
  • Record keeping principles and procedures.
  • Modern office practices, methods, and computer equipment and applications related to the work.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Association staff.

Ability to:

  • Plan, oversee, coordinate, review, and evaluate events and training program operations and activities, as well as staff, contractors, and temporary staff.
  • Plan and prepare event and training program schedules, staffing schedules, reports, and other related materials.
  • Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.
  • Establish and maintain a variety of filing, record keeping, and tracking systems.
  • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
  • Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of performing duties and responsibilities.

EDUCATION & EXPERIENCE

  • Any combination of training and experience equivalent to a bachelor’s degree or higher with major coursework in marketing, public relations, business administration, public administration, or related field and three (3) years of experience in marketing, event coordination, project management, or related field.

 

ENVIRONMENTAL ELEMENTS & PHYSICAL DEMANDS

  • Employee works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing department policies and procedures.
  • Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and computer screen, and hearing and speech to communicate in person, before groups, and over the telephone; Must be able to bend, stoop, kneel, reach, push, and pull drawers open and closed in the execution of their duties. Employee must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
  • Must be able to sit at computer for long periods of time and have the dexterity to access, enter, and retrieve data using a computer keyboard or calculator, and operate standard office equipment.
  • May be asked to work occasional overtime.
  • Travel to various training, workshops, and meeting sites required.

 

LICENSES & CERTIFICATIONS

  • Possession of, or ability to, obtain a valid California Driver’s license by time of appointment.