Professional Development

Professional Development & Events Coordinator

**Reports To**

Professional Development Manager

**Job Summary**

The Professional Development & Events Coordinator, will primarily be responsible to assist in organizing of association events including the annual convention, professional development programs and other events as required. This role will also act as a first point of contact and provide general information to staff, clients, and the public. The Professional Development & Events Coordinator must possess ability to adapt to new technology. This position will also assist in the providing information in the preparation of the budget.

**Competencies**
- Innovative - Able to think outside of the box in order to develop creative and new solutions or products that meet current and future needs.
- Judgement - Ability to use sound reasoning when faced with various issues. Has the ability to make quick, effective decisions.
- Teamwork - Works cooperatively and effectively with others to reach a common goal. Participates actively in group activities fostering a team environment.
- Negotiation - Gains support of ideas, proposals, and solutions from others; reaches deals and compromises on what will work best for the organization; considers other opinions while holding strong to firm directions and goals.
- Decision Making - Makes concrete, well-informed and thought-out decisions that support the overall organization. Has the ability to make quick, effective decisions even when data and details are limited.
- Attention to Detail - Attends to details and pursues quality in the accomplishment of tasks, regardless of the volume of duties encountered.
- Client/Customer Focus - Provides superior service to both internal and external customers.
- Communication - Expresses and transmits information with consistency and clarity.
- Organization - Able to create or maintain processes to ensure all relevant information or tools are easily accessible.
- Ownership - Takes pride in the work that is accomplished, and understands the function of tasks within the larger picture of the organization. Ensures deadlines are met and Work is completed timely or accurately.
- Professionalism - Demonstrates professional standards of conduct when governing interactions between individuals in a business environment.
- Resourceful - Responds to difficult situations or workplace requirements by using the available tools and information to support decisions and solutions.
- Time Management - Balances a myriad of tasks; prioritizes duties as needed.

**Job Duties**
- Book travel arrangements for convention program speakers and make hotel reservations and media booking for professional development programs.
- book other events, Sponsor Dinner, Offsite Board Meetings, Strategic Planning, Christmas Party, etc.
- Present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders
- Review all documents, reports, and correspondence in relation to annual events for format, content, grammar, and spelling; make edits as necessary
- Schedule and confirm meetings with vendors in relation to annual events including annual convention.
- Accurately and appropriately file correspondence, invoices, and receipts
- Act as first line contact with vendors or members for regarding registration/booking problems for all events and PD Inquiries
- Assist with event administration duties, such as spreadsheet completion/review, and any daily logs that need to be maintained
- Source Subject Matter Experts for Educational Webinars
- Work with Website Team to create webinars/events for registration
- Assist with sourcing SME’s and new facilitators
- Work with Facilitators to confirm webinar topics, details for registration
- Collaborate with Marketing to ensure Educational Bulletins are beneficial for IBAA Membership
- Cross reference sponsor entitlements to ensure all up to date
- Provide information in the preparation of the operating budget
- Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports
- Act as a first point of contact and provide general information to staff, clients, and the public relating to their questions and concerns related to all events and PD related webinars.
- Answer telephone and electronic inquiries and relay telephone calls and messages
- Assist in the compilation of data for various reports
- Coordinate the logístical aspects of convention and professional development programs such as meetings, seminars, workshops, special projects, contracts and other events.
- Maintain a high level of confidentiality in all interactions
- Maintain and monitor office convention supply inventory levels; place orders as required
- Organize, maintain, and coordinate event records and files
- Photocopy and organize documents for distribution
- Liaise with external vendors (facilities, speakers,