Education and Training, Meetings/Expositions/Events
4 Year Degree
POSITION SUMMARY The Manager, Conference Programming & Production is responsible for supporting the programmatic success of the association’s conferences – specifically EMPOWER, Conference on Teaching Excellence (CTE) and the Conference on Educational Leadership (CEL). This role manages the program and overall conference production for these programs, with the support of the coordinator and director.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
With minimal oversite, coordinates and supports logistics of meeting planning including:
Accurately communicates requirements to vendors and venues;
Assists with vendor RFP and venue process;
Coordinates and tracks event registration and registration form creation;
Reviews and approves BEO’s, flow sheets, and function orders with venues and vendors;
Provides onsite staffing and logistical management; and
Creates detailed update and post-event reports for clients and supervisors.
Oversees the preparation and management of VIP and staff housing lists.
Coordinates the planning of multiple meetings simultaneously.
Creates and submits for approval meeting production timelines for each meeting planned.
Follows all deadlines outlined in production timelines.
Coordinates components of conference marketing materials including correspondence, program book, mobile app, and website pages.
Provides support for financial management and may include:
Tracking actual spend against budgeted expenses;
Reconciling and processing meeting and vendor invoices
Manages speaker communications including Call for Presentations, submissions status, and speaker preparation.
Manages speaker logistics, session details, speaker assignments and profiles, and session scheduling process for all events end-to-end.
Coordinates with the in-house design team to deliver presentation templates for all events and manages content quality assurance, content editing, and content encoding.
Provides onsite staffing and logistical management.
Four-year college degree in a relevant field of study is required.
Knowledge of the K–12 education market is preferred.
CMP is preferred.
Knowledge of technology and applications for collaboration, information sharing, and document management systems is preferred.
Knowledge of eShow and Doubledutch applications are preferred.
Skills and Abilities
Ability to prioritize and complete multiple projects, a demanding workload, and tight timelines.
Strong organizational skills including people-management skills and collaboration skills.
Flexibility and the ability to adapt quickly to changing situations.
Strong professional writing, editing, speaking, and interpersonal communication skills.
Ability to learn and use web-based office applications for online collaboration, document/content management, and intranet management.
Three to five years of experience in an association or non-profit meetings environment required.
Project management experience a plus.
Normal demands associated with a deadline-driven office environment.
The noise level is generally quiet to moderate.
Daily contact with customers, colleagues, associates, supervisors, and staff at all levels of the organization.
Occasional weekend work and travel is required.
Ability to remain at a desk for extended periods of time.
Ability to communicate and exchange information with others.
Ability to perceive and inspect records in a document management system.
Ability to travel to off-site meetings up to 10 %.
Ability to lift, carry, move, or position objects weighing up to 10 pounds.
This position description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time. Key Position Designation: Certain positions are essential to providing immediate and continuing support for operations or support functions during an emergency or building closure. Employees who hold these positions may be required to work (at their worksite or remotely) when other employees are not required above. Please refer to the General Information section above to determine whether this position is considered a key position.
ASCD is dedicated to excellence in learning, teaching, and leading so that every child is healthy, safe, engaged, supported, and challenged. Comprising 114,000 members—superintendents, principals, teachers, and advocates from more than 127 countries—the ASCD community also includes 57 affiliate organizations.Our diverse, nonpartisan membership is our greatest strength, projecting a powerful, unified voice to decision makers around the world.