Coordinator, Professional Affairs

Council for Exceptional Children • Full-time • Arlington, VA, US • $62k - $67k / year • 1w ago

Professional Affairs Department, ensuring the smooth coordination of processes, communications, and budget coordination. This role involves collaborating with internal departments, volunteer committees, and external partners to support the department’s objectives. The Coordinator also provides essential administrative support for key organizational events, such as the annual convention, while facilitating the daily operations of the department.

Essential Duties and Responsibilities: To successfully perform this job, an individual must consistently deliver high-quality, professional work while carrying out the following responsibilities, along with any additional duties as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Convention and Meeting Support (25%)
- Work closely with the Senior Meetings Manager to support the planning and execution of the organization’s annual convention and other professional meetings.
- Draft and coordinate presenter agreements, ensuring that all necessary documentation is completed and approved.
- Handle follow-up with breakout presenters for registration and hotel reminders. Collect presenters' presentation materials if necessary.
- Process presenter and vendor payment requests, coordinating with the finance team to ensure timely payments.
- Assist with on-site event coordination and provide support as needed to ensure smooth event operations.
- Provide administrative support for conferences including ordering supplies, tracking inventory, printing and shipping materials.
- Handle collecting banquet menus from hotels.
- Budget tracking for conferences and events
- Working closely with customer service on registration and conference questions
- Drafting post event surveys.

Administrative Support for the Associate Executive Director (20%)
- Provide direct administrative support to the Associate Executive Director for Professional Affairs, assisting with scheduling, correspondence, and project coordination.
- Serve as the main point of contact for departmental workgroups and committees, organizing meetings, preparing agendas, and documenting minutes.
- Assist in tracking project timelines, ensuring that all departmental initiatives are on schedule.
- Act as a conduit for communication between workgroups, ensuring alignment with departmental goals.

Budget Coordination and Partners Liaison (15%)
- Coordinate the Professional Affairs Department's budgets with leadership, including tracking revenue and expenses, reconciling expenditures, and reporting financial data to senior leadership.
- Act as the primary liaison for the department with internal and external partners (vendors, contractors, etc.).
- Oversee the preparation and execution of contracts, agreements, and invoices, ensuring compliance with organizational policies.
- Maintain records of vendor agreements and ensure timely processing of payments.

Resource Repository Coordination and Peer Review Process (15%)
- Under supervision of the Online Learning Manager, coordinate submission process for the Exceptional Teacher Resource Repository, a key resource for the organization.
- Facilitate the expert-review process by liaising with volunteer and staff reviewers, ensuring timely communication with submitters, and managing deadlines.
- Maintain records of submissions and reviews, ensuring accurate documentation.
- Review accepted resources and prepare materials with final edits and formatting.
- Collaborate with the communications and digital teams to ensure successful publication of approved resources.

Professional Affairs Resources Support (10%?)
- Review and edit subject matter expert materials for accuracy, clarity, and adherence to CEC style guidelines.
- Assist in the coordination and execution of webinars, including scheduling, presenter management, technical setup, and hosting when needed.

Additional Duties (15%)
- Take on various tasks and projects as assigned by leadership, adapting to the evolving needs of the department.

Qualifications: To successfully perform this job, an individual must consistently deliver high-quality, professional work regarding each essential duty. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education/Experience: BA/BS degree and two or more years of experience in project coordination, administrative support, or a related field.
Language Ability: Strong written and oral communication skills and proofreading and editing skills; excellent interpersonal skills and demonstrated ability to communicate effectively with a broad range of individuals and groups.
Technology Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel), experience with project management software and webinar platforms is a plus.
Budget Skills: Experience with budgets and contract administration.
Additional Skills: Strong organizational skills and attention to detail; Ability to collaborate effectively with internal teams, volunteers, and external partners; Event planning or support experience preferred.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Please note that CEC requires employees to be vaccinated against COVID-19 as a condition of employment, subject to medical accommodation.

To, apply, please fill out the form here: forms.monday.com/forms/429846946872a4455aa71c1bf2935465?r=use1

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