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Conference Coordinator
4 months ago
Conference Coordinator | National Council on Family Relations | St. Paul, MN
The National Council on Family Relations (NCFR)
is seeking a full-time Conference Coordinator.
About NCFR
NCFR is the premier professional association for understanding and strengthening families through interdisciplinary research, theory, and practice. NCFR is the oldest, non-partisan, multidisciplinary professional organization focused solely on family research, practice, and education. NCFR provides a collaborative workplace culture, flexible work arrangements, and learning environment. For more information about NCFR, visit www.ncfr.org.
Position Summary
The conference coordinator supports the planning, organization, and implementation of the NCFR Annual Conference academic program and related functions, under the direction of the Senior Director of Research, Family, and Policy Education. The conference coordinator will oversee all aspects of registration for the NCFR Annual Conference, including coordinating the development and implementation of registration materials and registration processes before, during, and after the events. This person will also manage the development of the NCFR Annual Conference program.
Other Details
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This is a full-time position averaging 40 hours per week with flexible start and end times.
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This is a hybrid position allowing for both remote and in-office work.
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Salary range is $55,000 to $60,000 annualized depending on qualifications.
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This is a benefits-eligible position offering group health and dental plans, flexible spending accounts, life insurance, short- and long-term disability insurance, 403(b) retirement plan, and employee assistance program. Vacation and sick benefits are generous.
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To apply, please submit your cover letter and resume in a single PDF to employment@ncfr.org.
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Applications will be reviewed as received; the position will be open until filled.
ESSENTIAL JOB FUNCTIONS
NCFR Annual Conference Academic Program Support
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Manage the development of the NCFR Annual Conference academic program
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Manage the creation of the conference call for proposals
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Manage all aspects of the work of the conference program planning and conference improvement committees by scheduling meetings, preparing agendas, and communicating with the committee members
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Manage all aspects of conference presenter agreements and logistics
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Plan, budget, and coordinate pre-conference workshops
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Review annually the submission and abstract submission system
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Review/update annually presenter and reviewer instructions
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Assist with student aid schedules
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Review conference materials prior to conference such as the conference program, room charts, the conference app, AirTable, annual conference survey
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Update the conference program planning committee handbook
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Shadow and learn the roles and responsibilities of the conference consultant
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Shadow and learn the roles and responsibilities of the conference and meeting planner
Registration
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Review and update annually NCFR’s conference registration policies, procedures, and forms
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Monitor and track registration of all attendees, invited presenters, moderators, facilitators, discussants, chairs, presiders, and preconference workshop presenters
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Work with finance staff to ensure all participants are fully paid and registered
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Manage the printing, ordering, organizing, preparation, assembly, and delivery of materials for the annual conference, including registration packets, certificates, badges, and ribbons
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Ensure all registration packets, which include badges/tickets/ribbons and other items as determined by Marketing and Communications, are ready for pick-up at the conference location
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Manage distribution of attendee materials at event location
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Assist with the student aide volunteers
Other Job Duties as Assigned
EDUCATION AND EXPERIENCE REQUIRED
Education
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A Bachelor’s degree is required, social science preferred
·
Knowledge of industry best practices
Experience
·
Experience with event planning for single-day and multiple day events from conception through completion
Certification, Licensure and/or Registration
Certification as a Conference and Meeting Planner is preferred
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
§
Reasoning:
Strong research, analytical, project management, and organizational skills. Ability to multi-task. Identify and resolve problems in a timely manner, gather and analyze information, and develop alternative solutions. Excellent judgement and decision-making ability. Understand budgets and can understand and apply basic mathematical operations.
§
Interpersonal Skills:
Ability to work collaboratively and independently; resolve conflicts constructively; remain calm and professional under pressure; adapt readily to changes in priorities and schedules; interact effectively with all members, staff, vendors and/or service providers, and the general public. Must be discreet and able to maintain confidentiality. Listen to others. Remain open to others’ ideas and try new things. Approach work with a high level of flexibility, persistence, and attention to detail that is far above and beyond what might be considered normal.
§
Technology:
Excellent working knowledge of Microsoft tools including Word, Excel, PowerPoint, Outlook (email and calendaring), and SharePoint; proficient use of Doodle or other meeting scheduling software; proficient use with conference abstract management tools (e.g., Oxford Abstracts, AirTable); and ability to run reports in member management software.
§
Language:
Ability to read, analyze, and interpret documents, instructions, and information of moderate to high complexity. Excellent oral and written communication skills. Prepare and edit agendas, correspondence, communications, conference materials, and other documents as necessary.
§
Language:
Ability to complete all work on time with a high degree of accuracy and attention to detail. This requires excellent time management and adherence to deadlines, a high level of flexibility, and the ability to establish objectives, determine priorities, monitor progress, solve problems, and make adjustments as needed.
WORKING CONDITIONS
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Frequent to continuous use of a computer, phone, and other office equipment
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Frequent to continuous attention to details and deadlines
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Travel required annually (~7 days, out-of-state) to NCFR’s Annual Conference and to site future conference locations
§
The ability to lift 25 pounds
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Occasional weekend and evening work is necessary
§
Generally, work in an office environment with a low level of noise. Hybrid work may be an option.
Requirements are representative of the minimum levels of education, experience and skills required to perform the essential functions of this job. The job description does not constitute a written or implied contract of employment. NCFR reserves the right to revise or change job duties and responsibilities as the need arises.
NCFR POLICY ON DIVERSITY
NCFR values the diversity of its staff and membership, which is shaped by our historical, cultural, economic, and social contexts. This diversity strengthens our organization and our members’ research, scholarship, and practice. NCFR’s definition of diversity applies to all aspects of our operations and our membership. Embracing diversity means acknowledging that all groups do not live in the world in the same way. Diversity provides a lens for understanding (a) disparities of power, privilege, and access as well as the (b) exclusion of marginalized groups. The lens can also reveal that some groups are diminished by invisibility or a lack of recognition. In addition, diversity focuses attention on the strengths, wisdom and competencies of different individuals, couples, families, groups, and societies.
Aspects of diversity include but are not limited to:
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Ability and disability
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Age
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Bilingualism and multiculturalism/English language learners
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Body size and condition
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Customs and traditions
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Educational, disciplinary, or career status
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Ethnicity, race, national origin, or cultural identity
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Gender, gender identity, and gender expression
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Geographical background and location
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Indigenous or immigration status or identity
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Marital status, relational status (including singlehood), and family structure or identity
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Objective and subjective worldviews and standpoints
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Political ideologies and affiliations
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Religion/no religion, spirituality and affiliations, and faith
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Sexual orientation, identities, and expressions
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Socioeconomic status, residential status, social class, employment, and national service
Note:
The aspects are listed alphabetically, but not in any order of priority.
NCFR realizes that various aspects of identity and recognition continue to emerge over time. Thus, this list will likely be expanded as emergence occurs. The enhanced understanding of diversity and inclusion in National Council on Family Relations guides us to greater excellence in scholarship, research, practice, and outreach to larger societies.
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