Event Coordinator

Organization Name: California Community College Association for Occupational Education (CCCAOE)
FLSA Status: Non-exempt
Prepared Date:
Reports To: Executive Director
Employment Status: Part-time Regular
Primary Location: Remote

The Event Coordinator will report directly to the Executive Director of the Association. The Event Coordinator will play a pivotal role in planning, organizing, and executing high-impact events, including biannual conferences. This role requires strong event planning and executing skills, and attention to detail. Event Coordinator does need to live in California.

· Proficient in event-related technology (e.g., mobile apps and live streaming).

· Proficient in office computer technologies including word processing, Google tools, Canva, and strong Microsoft Office skills such as Excel, Word, PowerPoint, Outlook.

· Minimum of 1-3 years of experience in event planning and coordination.

· Proficiency in event platforms such as Accellevents, Active Event Technology's, Cvent, Whova, Zoom, or similar.

· Experience working with nonprofit or education organizations. (Preferred)

· Familiarity with community college systems and CTE/workforce education initiatives. (Preferred)

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Communications and Media - Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.

Administrative - Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.

Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Public Safety and Security - Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.

Basic Skills

• Active Learning- Understanding the implications of new information for both current and future problem-solving and decision-making.
• Active Listening- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Learning Strategies- Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Monitoring- Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Reading Comprehension- Understanding written sentences and paragraphs in work-related documents.
• Speaking- Talking to others to convey information effectively.
• Writing- Communicating effectively in writing is appropriate for the needs of the audience.

Social Skills

• Coordination- Adjusting actions in relation to others' actions.
• Instructing- Teaching others how to do something.
• Negotiation- Bringing others together and trying to reconcile differences.
• Persuasion- Persuading others to change their minds or behavior.
• Service Orientation- Actively looking for ways to help people.
• Social Perceptiveness- Being aware of others' reactions and understanding why they react as they do.

Complex Problem-Solving Skills

• Complex Problem Solving- Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Systems Skills

• Judgment and Decision Making- Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Systems Analysis- Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
• Systems Evaluation- Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.

Resource Management Skills

• Management of Financial Resources- with the guidance and approval of the Executive Director determining how money will be spent to get the work done, and accounting for these expenditures.
• Management of Material Resources- Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• Coordination of Personnel Resources- Motivating, developing, and coordinating people as they work, with the guidance of the Executive Director assisting with identifying the best people for the job.
• Time Management- Managing one's own time.

Communication - Types and frequency of interactions with other people that are required as part of this job.

Role Relationships - Importance of different types of interactions with others both inside and outside the organization

Responsibility for Others - Amount of responsibility the worker has for other workers as a part of this job

Conflictual Contact - Amount of conflict that the worker will encounter as part of this job

Work Setting - Description of physical surroundings that the worker will face as part of this job

Environmental Conditions - Description of extreme environmental conditions the worker will be placed in as part of this job

Job Hazards - Descriptions of types of hazardous conditions the worker could be exposed to as part of this job. This includes the frequency of exposure, and the likelihood and degree of injury if exposed.

Body Positioning - Amount of time the worker will spend in a variety of physical positions on this job

Work Attire - Dress requirements of this job

Impact of Decisions - The frequency and nature of the impact of worker's decisions on the organization

Routine versus Challenging Work - The relative amounts of routine versus challenging work the worker will perform as part of this job

Competition - Amount of competition that the worker will face as part of this job

Pace and Scheduling - Description of the role that time plays in the way the worker performs the tasks required by this job

· Lead the coordination and logistics for CCCAOE conferences, including Fall and Spring conferences and any other new events the association may add.

• Coordinate the event logistics with the speakers, presenters, and sponsors to ensure seamless event execution.
• Attend some Professional Development Committee meetings to support and ensure event logistical needs, breakout session creation and management under the direction of the CCCAOE President's and Executive Director.
• Main point of contact for all presenters at the conference.
• In collaboration with the CCCAOE Presidents, manage, compile, and organize all breakout session details, including:
• Managing breakout session strands
• Compiling all breakout session proposals for presentation to the PD Committee
• Collecting and organizing all scoring results for Presidential review and final decisions
• Notifying all applicants of selection outcomes and preparing breakout session information for conference marketing materials
• Attend weekly Zoom meetings with the CCCAOE Executive Director
• Create the conference production schedule, conference platform, signage and any other conference and scheduling needs.
• Draft newsletters for events.
• Attend monthly CCCAOE Staff Zoom meetings
• Coordinate and manage special projects assigned by the Executive Director.
• Manage the conference and other events, registration