Program & Events Specialist

Civics Learning Project is a nonprofit organization committed to civics education – to equipping Oregon students with the knowledge, essential skills, and motivation to participate in our democracy. We provide evidence-based programs that bring both teachers and students together with civic leaders, attorneys, judges, law enforcement, and policymakers to provide K-12 students with hands-on experiences that demonstrate how our legal system and government work. We are a dedicated, passionate, collaborative, and caring team of civic-minded individuals, working with an amazing network of more than 700 volunteers across the state to extend our reach and impact to a growing number of teachers and students.

We are looking for someone to join our dynamic, flexible team, ensuring the smooth operation of our programs. The Program and Events Specialist will lead event logistics, registration tracking, participant and volunteer data management, and onsite event activities. Working closely with programs and development staff, the Program & Event Specialist will assist in ensuring the consistent and timely operation of our programs for teachers, students, and donors. This position offers a unique growth opportunity to develop insights, skills, and networks with some of the top leaders in the legal and education sectors in Oregon.

RESPONSIBILITIES

Event planning and logistics

Will own and lead all aspects of event management, including:

• Coordinating and managing event logistics which may include venues, BEOs, vendors, contracts, run-of-show, lodging, speaker liaison, technology, entertainment, food, etc. This may include identifying, securing bids from, and recommending appropriate vendors.
• Monitor the event budget and expenses while ensuring they are within budget parameters, obtaining staff approval prior to making any purchase.
• Organizing supporting documentation, invoices, tax documents, etc.
• Program Events include:

- Oregon Civics Conference - December

- Oregon Supreme Court Oral Arguments

- Additional primary support to student-centered competitions in collaboration with Competition Coordinator and student-centered conferences in collaboration with the Regional Program Managers.

Fundraising events include:

• Annual Fundraising Gala - April/May
• Other events may arise in which project management or support may be required

Participant management and communications for programs and events

• Creating internal run-of-shows and leading staff preparation for events utilizing Asana project management platform.
• Coordinate recording and tracking of program and event registrations.
• Communicate with registrants and participants as needed, providing clarification, follow-up, and updates.
• Collaborate and/or create collateral marketing materials for events

Onsite event support

• Serve as primary point of contact at events, providing registration support and coordination, volunteer management
• Facilitate smooth onsite operations with local contacts.
• Ensure print and online materials are available for programs.

POSITION PROFILE

Required Qualifications

• Demonstration of excellent written and verbal communication and relationship skills, including successful experience with forming professional rapport with different audiences such as community members, staff, Board members, volunteers, donors, vendors, and other stakeholders.
• Experience with event management and/or project management systems.
• Clear organization, project management, and implementation skills.
• Experience in anticipating needs and problems and developing creative solutions.
• Proficiency in CRM software (Virtuous/VOMO preferred), Microsoft Office suite, Asana, Canva, and Google suite environments or equivalent.
• Excellent ability to problem solve effectively and willingness to ask questions and seek assistance as needed.
• Ability to handle sensitive documents with confidentiality.
• Ability to work cross-culturally with empathy, sensitivity, and respect.

Desired Qualifications

• Experience working in a customer/client-service related field.
• Experience with donor management tools and systems.
• Work in non-profit or education sectors.

TERMS OF EMPLOYMENT & COMPENSATION:

• The Program and Events Specialist will be a full time (40 hours per week) exempt employee of Civics Learning Project and will report to the Director of Development & Communications.
• Work is generally between 8am and 5pm Monday through Friday in a hybrid in-office/remote schedule. Some evening and weekend hours will be necessary to support programs.
• The salary range for this position is $50,000 to $57,000, depending on qualifications.
• This position offers a competitive benefits package, including medical and dental insurance, long-term disability and life insurance with all insurance premiums for the employee fully paid by the employer, and a 403(b) retirement plan.
• Employment will be contingent upon receipt of employment eligibility verification and satisfactory background check results, as well as proof of valid driver’s license, and automobile insurance.

TO APPLY:

• Please submit a resume that clearly details your job history, along with a cover letter that reflects how your interests and experience align with CLP’s mission and qualify you for the Program & Event Specialist position.
• Send via email to office@civicslearning.org with Program & Event Specialist in the subject line.
• All inquiries will be handled confidentially.
• Position is open until filled.

Civics Learning Project adheres to a non-discrimination policy with respect to employment, educational programs, and activities. Civics Learning Project does not discriminate on the basis of race, color, creed, religion, sex, national origin, age, handicap or disability, sexual orientation, or marital status and has a firm commitment to promote the letter and spirit of all equal opportunity and civil rights laws.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Portland, OR 97201

• Health insurance
• Dental insurance
• Vision insurance
• Employee assistance program
• Flexible spending account
• Life insurance
• Paid time off
• Retirement plan
• Retirement matching