Coordinator, Meetings and Events

Introduction

NACUBO is committed to diversity because it enriches and strengthens how we advance our mission, just as it does for institutions of higher education. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other fascinating characteristics that make us different. Our goal is to be the place where a diverse mix of talented people want to come, to stay and do their best work.

Creativity and cross-team collaboration drive NACUBO’s achievements and contribute to individual success. All staff members are encouraged to think creatively about how they and NACUBO can address mission, member needs, and challenges that will inevitably arise from time to time. They are also encouraged to develop and nurture strong partnerships throughout the association. These partnerships help individuals, teams, and the association accomplish the activities, goals and strategies of the organization and of individual positions.

Imagination, innovation, and curiosity are welcome, and all require some risk taking. NACUBO encourages staff to engage in bold thinking, to put forward new ideas and proposals, and to openly debate the risks – upside and downside – associated with new ideas.

Each member of the NACUBO staff is responsible for creating and sustaining esprit de corps across the organization.

To accomplish all of this, staff will need strong communication and strategic thinking skills. NACUBO is committed to nurturing these skills in all staff members.

Position Summary

Reporting to the Senior Director, Meetings and Events, the Coordinator, Meetings and Events, collaborates with members of the Leadership Development team and other NACUBO staff to support NACUBO and regional association programs and workshops.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Educational Program Coordination

• Collaborates with the Meetings and Events team to support NACUBO programs and workshops.
• Works with the Meetings and Events team on speaker registration and communications, session reporting, and other programmatic functions.
• Answer attendee questions and provide customer service support to attendees throughout the registration period.
• Assists Meetings and Events team in shipping/receiving of meeting materials.
• Manages registration, including onsite at various NACUBO events.
  • Prepares for each event by working with Expo Logic to proof and test registration equipment before and in preparation for the event.
  • Ensures all registrants are checked in and provides onsite support for all questions/inquiries.
  • Works with the CPE Coordinator to provide onsite management of the CPE process.
  • Assists the Membership department to ensure member accounts correctly reflect membership statuses as needed.
  • Assists in the management of program evaluation processes.
• Performs other duties as assigned.

Competencies

1. Analytical/Problem Solving
2. Customer/Member Focus
3. Project Management
4. Technical/Professional Knowledge
5. Innovation
6. Teamwork
7. Outcomes Focus

Qualifications

• Bachelor's degree from a four-year college or university (or equivalent experience).
• Two to four years ‘experience in meeting coordination or the equivalent in a professional association or similar organization preferred.
• Proficiency in using Windows-based applications and database administration.
• Excellent verbal and written communication skills.
• Must be able to receive and follow directions as well as execute tasks in accordance with annual meeting goals and organizational strategic plan.
• Must apply quality control processes to deliverables.
• Strong interpersonal and organizational skills with a well-developed orientation to accurate attention to detail.
• Must show good time management skills, including adherence to deadlines and the ability to handle multiple tasks simultaneously.
• Must be able to work independently as well as collaboratively in a team environment.

Work Environment

This position is remote, but the incumbent sometimes works in the office. The incumbent will use standard office equipment such as a laptop or computer, phone, and printer/copier. Temperatures in a remote and office environment may fluctuate.

Physical Demands

1. Sedentary work: Exerting up to 10 pounds occasionally. Active while managing onsite meetings/programs: Exerting up to 40 pounds.
2. To perform the duties of this position, the employee is regularly required to talk and hear. The employee may frequently be required to stand, walk, use hands and fingers to type, handle or feel, and reach with arms and hands. Vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time regular position. Typical days and hours of work are Monday through Friday 8:45 a.m. to 4:45 p.m. This position may be eligible for an alternate work arrangement (i.e., flextime), please refer to the Employee Handbook for details. There may be occasional evening and weekend work as job duties or projects require it.

Travel

Travel is primarily local during the business day however, travel may become extensive for in-person meetings/programs requiring some out-of-the-area overnight travel. Travel is expected between 25-35% of the time.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Other Duties

Please note this position description does not cover, contain or list a fully comprehensive listing of duties or responsibilities that are required of the employee in this role. Duties, responsibilities, and activities may change at any time with or without notice.