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Conference Coordinator

Department: Administration/CEO Office
Location: Baltimore, MD

Position Title: Conference Coordinator
Department: Executive Office
Reports to: Director of Strategy & Projects
FLSA Status: Non-Exempt, Temporary

Position Summary
The Conference Coordinator will be responsible for managing efforts related to the coordination and execution of the 2018 Community Schools Conference, being hosted in Baltimore City. Liaising between the local host organization and the national convening organization, the Conference Coordinator will ensure clear communication, attention to details, and attainment of timeline goals. 

Essential Functions

  • Act as the primary contact for the local host organization and conference committee for vendors, partners, guests, and staff.
  • Manage logistics leading up to and throughout the conference in May 2018.
  • Coordinate site visits, including transportation to various program sites and Community School locations throughout the City.
  • Coordinate local volunteers for the conference and conference-related events.
  • Identify needs and appropriate vendors to utilize for conference execution, following organizational procurement policies and procedures.
  • Ensure all necessary permits and licenses are obtained and effective as needed for the event.
  • Work closely with the Advancement Department to support fundraising and sponsorship efforts related to the conference.
  • Track expenses and maintain accurate records of costs related to the conference. Ensure all invoices are processed and paid in a timely fashion. 
  • Coordinate meetings and planning sessions between the local host organization and the national convening organization.
  • Act as the local point of contact for conference location in all matters regarding the conference planning.
  • Support the coordination of the Local Planning Team, including logistics, communications, and follow up.
  • Prepare documents, schedules, and marketing materials as needed.
  • Attend all events leading up to and including the conference itself.
  • Provide support to local host organization and national convening organization after the conclusion of the conference to ensure all follow-up tasks are completed and the project is sufficiently closed-out. 

Other Functions

  • Support the Director of Strategy & Projects in the overall planning process for the conference.
  • Attend and participate in staff meetings and agency committees.
  • Perform other duties as assigned.

Experience Requirements

  • Commitment to working with a diverse team on implementing culturally inclusive practices and participating in dialogue on equity in the communities served.
  • At least three years’ experience in conference management, special event coordination, or related work
  • Preference given to candidates familiar with the Baltimore Convention Center and related hotels.
  • Superior organizational skills and techniques and experience managing multiple deadlines and complex assignments.
  • Ability to work well under pressure independently in a professional manner in a fast-paced environment and a demonstrated exceptional ability to pay attention to details.
  • Highly-developed writing, customer service, and interpersonal/verbal communications skills.
  • Highly proficient in a number of computer applications, including Microsoft Office Suite.
  • Baltimore City resident strongly preferred.

Physical and Mental Requirements
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Travel Requirements
While performing the duties of this job, employees may be required to attend meetings and special events throughout the city and state. Occasional overnight and/out of state travel may be required.

Physical Demands
While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

Mental Demands
While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with elected and appointed officials, staff, customers, the public and others encountered in the course of work.

Additional Information 
This is a temporary position, approximately 12 months in duration.
Hourly wage is $21.64.

Family League of Baltimore values a diverse workforce reflective of the community we serve. Family League of Baltimore is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, age, ethnicity, disability, sexual orientation, religious and or political beliefs. We recruit, employ, retain, compensate, train, promote, discipline, terminate and treat all employees and job applicants based solely on qualification, performance and competence.

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