Conference Coordinator

California IT in Education (CITE) is seeking a customer service and event management systems champion to support our thriving association. Help drive the success of an organization that’s experienced remarkable growth and is deeply committed to leading, developing, and supporting our members. As the Conference Coordinator you will support the Conference team by running our conference registration, maintaining our conference website on our event platform, working closely with our speaker team, and completing team projects

You might be a great fit if you:

• Are a process person, who loves developing systems to scale support and engagement.
• A collaborative team member that can celebrate the teams’ big and little steps towards organizational goals.
• Use technology to track, multitask, and project manage your daily work and long-term projects.
• Can thrive in a flexible remote work environment (must be located in California).

California IT in Education (CITE) is a nonprofit professional association serving K-12 technologists in California schools. More information can be found at www.cite.org.

Position Objective: The Conference Coordinator will support the Conference team by running our conference registration, maintaining our conference website on our event platform, working closely with our speaker team, and completing team projects. Under minimal supervision, this person is expected to exercise independent judgment on a regular basis and have excellent attention to detail. In addition, this person should enjoy collaborating with a team, have a passion for adult education, and love process improvement. Our organization sits at the intersection of K-12 education, IT, and nonprofit associations and we are open to candidates from any of these professional backgrounds.

ESSENTIAL DUTIES

Role Responsibilities

• Organize the conference registration build out and support external stakeholders with registration questions.
• Send registration invoices and receipts as requested by external stakeholders.
• Support CITE’s Annual Conference, including communicating with attendees and staffing the on-site registration help desk.
• Maintain the conference website, including inputting conference events and overseeing edits to webpages.
• Work closely with the CITE Corporate Affiliate Sponsor lead to execute conference deliverables.

Job Level Responsibilities

• Project Management
  • Independently oversee and prioritize multiple concurrent projects and tasks.
  • Evaluate current project resources and processes, providing recommendations and implementing effective solutions to operational challenges.
  • Perform a range of administrative, analytical, and client support functions.
  • Coordinate, lead, and facilitate collaborative initiatives to advance project objectives.
  • Prepare and present comprehensive qualitative and quantitative reports detailing project or program outcomes.
  • Administer contracts with external service providers.
  • Contribute to the project management and analysis of financial data for programs or projects.
• Resource Curation & Creation
  • Conduct research to identify relevant articles, tools, activities, and information that advance project objectives.
  • Develop comprehensive reports, multimedia content, presentations, memoranda, contractual documents, and other materials to support project deliverables.
  • Provide timely, clear, and detailed updates to collaborators and leadership throughout the project's duration.
• Organization Support
  • Coordinate with staff across departments on projects and assignments.
  • Contribute to the production of the week-long Annual Conference by performing event-related tasks as part of the full staff team (e.g., staffing the registration desk, organizing supplies, etc.).
  • Address concerns, inquiries, or complaints from members, member agencies, or the general public professionally; conduct research as needed, document findings, and take appropriate actions to ensure timely and satisfactory resolutions.
  • Other duties as assigned

CITE Universal Responsibilities

• Collaboration: Proactively engages with an iterative mindset to enhance ideas and achieve organizational results. Cultivates relationships, builds partnerships, and shares and learns without boundaries.
• Service: Focuses on meeting needs and exceeding expectations for those served inside and outside the organization.
• Respect: Embraces others for their true, authentic selves; nurtures and promotes an environment that values diversity of thought, input, experience, and expertise. Demonstrates respect, honesty, and professionalism at all times.
• Policy & Practice: Reads and demonstrates an understanding and adherence to CITE values, policies, and practices.

QUALIFICATIONS

Required Skills & Knowledge:

• Demonstrated experience using common organizational technology systems in use at the organization such as MicrosoftO365, Google, Asana. Preferred experience with SurveyMonkey, Novi, and eShow EMS.
• Ability to independently project manage and prioritize concurrent projects, programs, and tasks.
• Excellent customer service, interpersonal and communication skills.
• Display a practical experience with program planning and coordination.
• Strong analytical, critical thinking/problem solving skills.
• Modern office practices, methods, computer equipment and applications related to the work.

Ability to:

• Establish and maintain effective working relationships and work as a team with staff, association members, and the general public.
• Communicate effectively, both orally and in writing.
• Maintain confidentiality of sensitive information.
• Interpret and apply program policies and procedures.
• Compile detailed information, maintain extensive records and prepare reports in an organized and timely fashion.
• Learn and apply new software.
• Provide excellent customer service.
• Multi-task and work within time-sensitive deadlines.
• Work independently and set priorities.

REQUIREMENTS

• Associate’s degree in Business Administration or related field, or equivalent experience; bachelor’s degree preferred. Candidates with intermediate to advanced administrative work experience will also be considered in lieu of a college or university-level education.
• Solid knowledge of Office365 (Outlook Scheduling and Excel a must), Zoom, Google.
• Excellent verbal and written communication skills.
• Ability to multitask and perform under tight deadlines.
• Customer Service experience.
• Use of Association Management Software (preferred).
• Use of Project Management Software (preferred).
• Marketing or Association experience (preferred).

WORKING CONDITIONS AND PHYSICAL DEMANDS

• Must be able to remain in stationary position for extended periods.
• Constantly operates computer and other office equipment.
• Ability to travel independently up to 10-20% of the time to partner conferences and districts as needed.
• Ability to travel independently and participate in CITE Annual Conference (full week, California locations).

• Eligible for medical, dental, and vision insurance
• Remote position (California residents only)
• Flexible work schedule
• Casual and supportive atmosphere
• Generous sick and vacation leave