Events Coordinator
- Employer
- Smith College
- Location
- Massachusetts, United States
- Salary
- Salary Not Specified
- Date posted
- Jun 8, 2022
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If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu .
School for Social Work Job Description
The Events Coordinator plays a critical role in the support of all Professional Education programs. The Coordinator will be responsible for overseeing the detailed logistics of PE webinars, seminars, certificates, technical assistance programs and special events. The coordinator creates, oversees and tracks events; staying abreast of all continuing education regulatory requirements and ensuring all events stay in compliance; providing administrative support and coordination of departmental programming; timely and effective communication as required with students, faculty and/or program alumni. The ideal candidate will be creative, organized and solution oriented. The candidate should have a demonstrated professional and personal commitment to SSW’s five guiding principles and be able to take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.
Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.
Essential Functions
Conference Planning and Event Management. (20%)
- Build events in Blackthorn and Cvent
- Host events as the public face of the department in conjunction
with the Director
- Research, identify and interview potential presenters
- Write instructor contracts and manage invoicing and payment of
instructors.
- Create all event handouts and review course materials.
- Draft evaluations and build post tests using Qualtrics
- Work with the Director and the Office of Communications to
publicize conference and other events,
- Enter event financials into workday.
- For in person events, serve as a point person to manage room
setup and troubleshooting
- Order tech assistance and equipment for on campus events
- Reserve rooms in 25 Live
- Overseeing hotel block bookings and campus room
reservations
- Coordinate logistics at off campus trainings, some travel may
be required
- Place and manage catering orders and food delivery.
- Maintain required course pre-registrations, registrations,
payments, student evaluations, course information, files and
records;
- Follow up on unpaid balances of course enrollments
- Prepare information to facilitate reporting and granting of
licensures, certifications, and Continuing Education Units to
appropriate stakeholders and agencies
- Complete CE applications and renewals
- Ensure PE events meet the regulations for continuing education
in such areas as copyright, certificate tracking, instructor
qualifications and licensure, evaluation information, bibliography
and approved topics and more.
- Work with student workers to make sure credits are recorded in
Banner or other systems of record.
- Review course materials with presenters to ensure that they
meet requirements.
- Coordinate with our psychology vendor to award those
credits.
- Tasks include but are not limited to:
- Preparing and providing onboarding materials (parking passes,
name tags and tent cards, contact information, campus maps)
- Work with a team student workers to create list of certificate
program graduates and enter into Banner as Alumni
- Facilitate a positive onboarding experience for students and
faculty by demonstrating excellent customer service skills and
other departments within the School of Social Work.
- Build Smith Online Courses
- Edit webinar videos
- Create CE Certificates for Online courses
- Tasks include but are not limited to:
- Maintain digital database for direct mailings, electronic
contact lists and follow-up contacts
- Request copyright clearance and order books for classes
- Ensure APA formatting in PE materials
- Coordinate proactively and positively with other Smith College
departments such as the Event Management Office, the Office of
Non-Degree Programs, Catering, Accounts Payable and IT among
others, as well as with faculty and other departments within the
School of Social Work.
Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)
- Bachelor’s degree plus 1-3 years of relevant experience and/or
an equivalent combination of education and experience.
- Experience working with individuals from diverse
backgrounds
- Knowledge and experience in support of the School’s Five
Principles
Preferred Qualifications
- Knowledge of Microsoft word, G suite products, zoom, Microsoft
Office and Banner are required
- Experience producing and running events
- Experience in higher education, career advising and/or event
planning.
- Must possess strong organizational skills, attention to detail,
critical thinking skills, prioritize work effectively, take
initiative and solve problems.
- Able to provide excellent customer service while interacting
effectively with a diverse population including alumni, students,
faculty, staff and outside vendors.
- Have strong writing and communication skills
- Diplomatic, self-aware, ability to use data and feedback for
continuous improvement
- Must be able to maintain confidentiality, work under pressure
and be flexible.
- Some travel is required and work in evenings and
weekends.
- Ability to bring the School’s Five Principles to all areas of
their work
Smith College is committee to the values of diversity, inclusion and equity and the work it takes to enact them and we hope you will join us in that commitment.
Additionally, we offer exceptional benefits, many available starting on the first day of employment:
- Blue Cross Blue Shield affordable, low-deductible medical
insurance
- Low to no-cost Dental, Vision, and Life insurance options
- Generous Paid Holidays and time off
- A Retirement plan with a 9% Employer funded annual
contribution
- Tuition Benefits with family offerings.
Review of applications will begin
January 30, 2023
Compensation Grade:
Grade M Non-exempt
Position Type:
Regular
About Smith College
Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.
Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu .
Diversity and a culture of inclusion among students, staff, faculty, and administration are crucial to the mission and values of Smith College. We are an Affirmative Action/Equal Opportunity employer and do not discriminate on the basis of race, gender, age, color, religions, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.
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