Administrative, Clerical, Support, Education and Training
2 Year Degree
The Senior Coordinator handles logistics, registration, and materials management for Professional Learning Services (PLS) programs and projects. This role is responsible for working collaboratively with member leaders and departments within NAFSA to ensure a high quality of customer service and support and error-free production of programs and meetings. The Senior Coordinator represents PLS to both internal and external contacts on a regular basis and must maintain a high level of professionalism.
Major Functions and Responsibilities
Based on the schedule of developed programs, coordinates program marketing information and enrollments for Professional Learning Services programs, including Annual Conference Workshops, Management Development Program, and the Trainer Corps program.
Input program data into databases, learning management systems, and other software.
Answer potential participant inquiries about program registration or content and provide high level of customer service and support.
Handle registration for programs and/or collaborate with an external registration company or internal Web Services to coordinate on-line registration, create participant rosters, compile and disseminate reports and statistics.
Provide participants preparatory materials per program design.
Work with trainers/presenters to address program room set-up, special material needs, and equipment requirements.
Maintain project calendars to ensure on time completion of all program components.
Manage scheduling, room assignments, and signage requests for PLS annual conference programs, trainings, and meetings.
Manage scheduling of program leadership calls and support calls by following-up on action items.
For assigned programs, support volunteer member leaders, presenters, and trainers
Ensure presenters and trainers have necessary information for planning, traveling, and presenting programs by co-facilitating trainer orientations with appropriate member leaders and staff.
Produce and track presenter and team agreements.
Provide trainers with access to up-to-date curriculum and materials in preparation for program/workshop delivery.
Provide on-site customer service and support to trainers, presenters, program participants, and volunteers.
Prepare reimbursements for presenters, trainers, and sites, based on the agreed upon program budget.
Produce and mail thank you letters to volunteer presenters, trainers, and project and task force team members.
Order participant workbooks and other materials, produce supplementary materials, agendas and handouts. Arrange for timely shipment of materials to program venues.
Manage the Workshop Resource Center (WRC) at the Annual Conference
Review and up-date all volunteer position descriptions integrated into Workshop Resource Center.
Create, maintain, and disseminate schedule of WRC volunteers for annual conference.
Serve as main point of contact for Local Arrangements Team Preconference Workshop Liaison
Recruit, orient, train, and manage WRC volunteers prior to annual conference and on-site.
Model and provide high quality support and service to annual conference workshop trainers and participants, volunteers and conference attendees.
Troubleshoot on-site issues and concerns and provide necessary support and follow-up.
For assigned programs, support volunteer trainer recruitment process
Ensure marketing messages are prepared and advertised for open positions.
Create and track online applications for volunteer training positions.
Manage web based application portal.
Create web based application review forms.
Recruit and orient application reviewers.
Compile information for review teams.
Coordinate and send final notifications.
Provide customer service and support to applicants and review teams.
Maintain Trainer Corps database
Update Trainer Corps members’ database records.
Track RSVPs to Trainer Corps preparation, enrichment, and involvement program activities.
Record member participation in preparation program activities.
Track Trainer Corps members’ delivery of workshops.
Provide Trainer Corps lists to member leaders when requested.
Update Professional Learning Services Program Materials.
Update program and workshop print materials and web pages according to NAFSA Style Guide standards.
Support development and design of program materials and handouts, work with subject matter experts to implement curriculum revisions.
Pursue copyright permissions for curriculum materials when necessary.
Coordinate evaluation and certificate processes for assigned programs
Explain evaluation process to presenters/trainers and participants.
Ensure appropriate evaluations are disseminated through online system to program participants.
Download reports after data are collected, compile results and prepare formal reports to be shared internally and with member leaders.
Send completed reports to stakeholders.
Coordinate with marketing services to prepare materials for assigned programs
Review draft promotional materials and correspondence.
Provide or revise content when necessary.
Work with the Conference and Meetings department to handle logistics for certain in house and off-site member leader meetings on behalf of the department
Create in house meeting request form for each in house meeting.
Coordinate travel approvals for member leader meetings/trainings.
Ensure meeting participants have necessary information for planning and travel.
Work with conference and computer support departments to ensure appropriate catering and AV are ordered.
Compile meeting materials.
Manage logistics on day of in house meetings.
Collect reimbursement forms from meeting participants, check for accuracy, and add appropriate budget codes.
Review and code invoices related to meetings.
Track meeting expenses.
Compile evaluation results when necessary.
Provides coaching to Coordinator and intern as needed for cross-training purposes.
Assist with training of iMIS so that both Coordinator and Sr. Coordinator have same knowledge base to use the system
Assist with training and answer budget and accounting questions
Answer general protocol questions as needed
Undertake other projects as assigned by the Senior Director and/or Associate Director, Professional Learning Services.
Two to four years of work experience, including coordination of events and or meetings and/or projects with volunteers or members of an association.
Superior communication skills, both oral and written.
A track record of excellent customer relations skills, using phone, e-mail, etc.
Excellent organizational skills, with a demonstrated ability to manage multiple projects and complete assignments by deadlines.
Experience managing large amounts of written information, with a demonstrated ability to synthesize and organize information for comprehensive written reports.
Excellent command of English writing and grammar.
Full command of Microsoft Word, PowerPoint, and Excel.
Ability to move and lift boxes of up to 30 pounds.
Due to the nature of the interaction with members, previous experience with NAFSA or in the international education field is highly desirable.
Experience in training, teaching, curriculum development or instructional design.
With the broad range of stakeholders in professional development, the Coordinator must be able to work with a large number of people with varying issues and concerns, handle multiple projects and keep track of timelines and changes. The Coordinator must have excellent internal work relationships with other departments and maintain a consistent level of excellent service to members and member leaders.
The NAFSA workday is is generally 9:00 a.m. - 5:00 p.m. Between Memorial Day and Labor Day, it is 8:30 a.m. - 5:30 p.m., Monday through Thursday, and 9:00 a.m. - 12:00 p.m. on Friday. Travel is required occasionally, especially during peak training periods in October/November and February-April. Participation in the NAFSA annual conference the week of Memorial Day, including the holiday, are all job requirements.
About NAFSA: Association of International Educators
NAFSA: Association of International Educators is an organization of people dedicated to building a global community and fostering a more peaceful world through advancing international higher education. With approximately 10,000 members, NAFSA is the world’s largest professional development and advocacy organization committed to international learning and creating a more globally engaged, welcoming..., and educated United States.
NAFSA believes that international education advances learning and scholarship, fosters understanding and respect among people of diverse backgrounds and perspectives, is essential for developing globally competent individuals, and builds leadership for the global community. We believe that international education lies at the core of an interconnected world characterized by peace, security, and well-being for all.
NAFSA is a workplace that not only appreciates diversity but believes it is our strength, and we strive to create an inclusive culture for all our team members. NAFSA is proud to be an Equal Opportunity Employer.