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Program Coordinator, Judicial Education Program

1 month ago

Virginia Beach, Virginia, United States Virginia Jobs Full time
Department: Antonin Scalia Law School

Classification: Public Relations & Mktg Spec 2

Job Category:Classified Staff

Job Type:Full-Time

Work Schedule:Full-time (1.0 FTE, 40 hrs/wk)

Location:Arlington, VA

Workplace Type:On Site Required

Pay Band:03

Salary:Salary commensurate with education and experience

Restricted: Yes

Criminal Background Check:Yes

About the Department:

The mission of the Law & Economics Center (LEC) is to serve as a nexus for research and education focused on economic analysis of the legal and public policy issues confronting policymakers. Since its inception in 1974, the LEC has recognized the importance of timely, relevant research finding to those who shape policy decisions. The LEC is committed to developing original, high-quality law and economics research and education programs that enhance economic understanding and provide a consistent, rational voice that bolsters today's policy discussions.

About the Position:

The Program Coordinator, Judicial Education Program is responsible for supporting the Law & Economics Center's (LEC) Judicial Education Program (JEP) by managing education programs for the judiciary. Working under the supervision of the Assistant Director of the JEP and with the LEC's Chairman, Executive Director, and Director of Operations, the Program Coordinator helps develop recruiting strategies to attract attendees to the JEP's Education programs, serves as a primary contact for program attendees and speakers, markets the programs, manages program registrations, updates and maintains contact databases, manages and improves event timelines and task lists, creates and distributes program reports, prepares and proofs all program-related event materials, and serves as the lead contract in managing program portals and developing program websites. The Program Coordinator is responsible for management of program finances to include event and program closeout duties, as well as preparation and tracking of program-based reimbursements and honoraria to ensure accurate and timely payment. This position travels to events and manages on-site program tasks at both the Arlington campus and other program sites. The Program Coordinator supervises the work of a Program Assistant.

The position may be required to work flexible hours and weekends.

Responsibilities:

Program coordination and management
  • Responsible for program marketing and development of recruitment strategies to ensure programs are well attended;
  • Creates timelines for each program and its events;
  • Builds program event sites and ensures that those providing input into the event site are providing timely and accurate information;
  • Ensures applicants to programs are suited to the content of the program being offered;
  • Ensures hotel rooming lists are submitted in a timely manner and adhere to hotel cutoff dates;
  • Communicates with speakers/presenters and program participants, including acceptance materials, travel and accommodation information, provision of reading materials and agenda, all email and text updates during course of program, distribution of program survey and reimbursement information, and responding to individual email and text messages;
  • Manages the preparation of event materials; including agenda, nametags and table tents, reading materials, identifying all materials for shipping, directional and informational signage, registration, rooming and dietary lists, and staff notebooks;
  • Provides creative input into the marketing materials for the program; and
  • Proofs and edits marketing materials submitted by other Law School and LEC staff.
Program site and database management
  • Serves as the lead contact for each program's online portal;
  • Manages the entry of information into the program/event management platform and also manages each program's website;
  • Provides oversight as to accuracy of information entered into the site and database;
  • Ensures all program information on the event website is organized and easily accessible to program registrants and attendees; and
  • Updates program constituents' contact information in the database, ensuring that contact information is updated frequently and is entered correctly.
Program event management
  • Provides onsite management/support during Arlington program events and at other program sites;
  • Makes decisions onsite about the educational program as situations occur, such as decisions placement of speaker seats/podium, registration issues, solving of technological issues for speakers/presenters, dealing with last-minute changes to the agenda, and managing those changes with clear communication to attendees, LEC staff, and hotel/venue staff; and
  • Works closely with the LEC's Associate Director of Events to support any issues with venue and catering or accommodations.
Accounting duties for the management of program and event finances
  • Responsible for management of program event and program closeout duties;
  • Prepares, files, and tracks program-based reimbursements, honoraria, and expense voucher payments;
  • Communicates with contacts at GMU Foundation to answer questions and troubleshoot problems in reimbursements and payments to vendors; and
  • Responsible for ensuring accurate and timely payment of reimbursements, honoraria, and vendor payments.
Other Duties as Assigned:
  • Performs other duties that help the LEC achieve their objectives and goals and/or support the overall mission of the LEC as determined by senior leadership.
Required Qualifications:
  • Bachelor's degree in related field or the equivalent combination of education and experience;
  • Experience managing events or programs (typically 1+ years);
  • Strong database experience;
  • Excellent organizational skills, proven ability to juggle multiple tasks and priorities effectively;
  • Strong and effective written and oral communication skills and ability to interact with high-level professionals;
  • Superior skills in Microsoft Office products;
  • Demonstrated ability to make decisions and use discretion in the absence of supervision; and
  • Other attributes include highly self- motivated, detail oriented, accuracy driven.
Preferred Qualifications:
  • Work experience with legal professionals, higher education, or policy makers;
  • Experience with the use of social media for marketing;
  • Supervisory experience (typically 1+ year);
  • Knowledge of Cvent, WordPress, and Adobe Suite;
  • Knowledge of GMUF Foundation procedures and policies; and
  • Knowledge of the use of social media for professional marketing of business products/service or education programs.
Instructions to Applicants:

For full consideration, applicants must apply for Program Coordinator, Judicial Education Program at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Posting Open Date:February 20, 2025

For Full Consideration, Apply by:March 6, 2025

Open Until Filled: Yes