Program Manager, Conference & Meetings

ABOUT NAFSA: Association of International Educators

With more than 10,000 members, NAFSA: Association of International Educators is the largest and most comprehensive association of professionals committed to advancing international higher education. Based in the United States, we provide programs, products, services, and a physical and virtual meeting space for the worldwide community of international educators. The association provides leadership to its varied constituencies through establishing principles of good practice and providing professional development opportunities. NAFSA encourages networking among professionals, convenes conferences and collaborative dialogues, and promotes research and knowledge creation to strengthen and serve the field. We lead the way in advocating for a better world through international education.

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.

POSITION SUMMARY

The Program Manager, Conferences and Meetings, assists with all departmental activities relating to meetings at NAFSA, including providing timely front-line service responses regarding the NAFSA Annual Conference & Expo. This position supports the conference team and other NAFSA staff to manage and support all departmental activities relating to meetings, conferences, and event planning services, including working collaboratively with all members of staff to ensure seamless internal meetings. The Program Manager also plays a lead role in planning internal leadership and board meetings, collaborating with key staff in the organization.

ESSENTIAL FUNCTIONS

Annual Conference and Expo Logistics (40%)

Travel to conference site two to three times per year for planning purposes, taking an active role as part of planning team

Takes the lead in design, procurement and delivery of sponsored promotional products (i.e., conference totebag, name badge lanyards, etc.)

Partner with Local Arrangements Team (LAT) for various projects

Review and update RFPs for annual conference and expo

Research availability and solicits vendor-related proposals, contracts and agreements for annual conference for EMT services, sign language interpreters, temporary workers, and décor.

Provides accurate and consistent information to service providers to ensure the highest degree of service level is provided.

Manages select vendors and temporary personnel on-site.

Oversee accessibility needs for attendees (sign language, work with tech team on sites, ADA transport)

Support Office Administrator with shipping process for annual conference

Branding and Signage (15%)

Work on wayfinding, branding opportunities and signage plan for conference venue with Senior Director

Partner with design, production, and digital signage vendors to ensure cohesive show look and enhance attendee experience

Manage signage production and placement with staff colleagues and Senior Director

Communications (10%)

Provide consistent answers to daily phone and e-mail inquiries through the conference inbox, based on department guidelines

Manage visa invitation letter process for annual conference attendees

Communicate pertinent conference information to staff through variety of channels

Event Technology (15%)

Maintains website pages for annual conference that supports the work of logistics team (housing, travel, registration, FAQ's, health and safety)

Works with the Technology and Conference Program teams to assist with online planner and mobile app development as needed.

Assist with housing and registration testing and implementation as needed.

Works with the Technology and Conference Program teams to assist with digital conference offerings as needed.

In-House Meetings and General Logistical Support (15%)

Working with the Associate Director, provides meeting and logistical support to all in-house meetings including Board of Directors meetings, Washington Leadership Meeting, Advocacy Day, departmental committee meetings, and local events in Washington, DC

Meeting and logistical support includes reserving meeting/function space, food and beverage/catering arrangements, audio visual setup, on-site room and meal checks throughout meeting, and working closely with hotel/venue staff to ensure a smooth program

With Associate Director, researches and maintains organized inventory list on local area hotels, meeting facilities, special event venues, and catering service providers.

With Associate Director, sends out RFPs and conducts research for possible off-site meeting locations across the country for various NAFSA educational events

Serves as resource to NAFSA staff in planning and executing successful events.

Work with Office Administrator to provide food and beverage arrangements for meetings in the NAFSA office space at 1425K Street.

Provides a high level of internal customer service to all staff members in planning meetings for departments.

Strives to streamline all internal processes and use of technology in planning for all conferences and meetings.

Other duties as assigned (5%)

Requirements

QUALIFICATIONS (Required)

Education

Bachelor's Degree or equivalent combination of education and experience

Experience

Minimum 2 years of experience (preferable event planning experience)

Demonstrated ability to appropriately prioritize, manage, and complete multiple projects and assignments while meeting competing deadlines

Ability to master various technology, web, and data management systems

Superior interpersonal, communication, and customer service skills

Ability to work in a fast-paced team environment as well as independently with minimal direction

Ability to work flexible hours, including some evenings and weekends; occasional travel required

Proficiency with Microsoft Office Suite, specifically advanced features of MS

Ability to work effectively in a fast-paced team environment as well as

Proficiency in Microsoft Office and project management software

Enthusiasm for NAFSA's mission

QUALIFICATIONS (Preferred)

Experience

Experience in a membership organization working with volunteers and committees

Experience in planning large conferences

CMP designation

International education experience

Work Environment:

The standard workday is generally 9:00 a.m. to 5:00 p.m. EST. During the week after Memorial Day to Labor Day, it is 8:30 a.m. to 5:30 p.m. Monday through Thursday and 9:00 a.m. to 12:00 p.m. on Friday. NAFSA employees are eligible to apply for regular teleworking two days a week (on Mondays and Fridays). Travel is required occasionally related to job responsibilities, especially for the annual conference or other leadership meetings. Participation in the NAFSA annual conference the week of Memorial Day, including the holiday itself, is a job requirement. The annual conference is held in varying cities. Tasks are performed in a typical office environment, involving sitting for extended periods of time. Sitting, standing, bending, and lifting 10lbs or less will occur intermittently throughout the workday. Position involves constant use of computer keyboard and monitor, with intermittent use of headset and microphone.

Total Compensation, Benefits

The target salary for this full-time, 35-hour per week Program Manager, Conferences & Meetings position is $60,000. Total compensation for employment at NAFSA entails a competitive employee benefits package including:

Competitively priced medical and dental insurance plans with CareFirst

403(b) retirement plan with eligibility for a 7% employer contribution

Generous paid vacation, sick, personal, parental, and compassionate leave plans

Seventeen paid days on and around federal holidays

Fully paid group life and disability insurance coverage

Health and dependent care flexible spending account plans

Pre-tax parking and transportation plans

Opportunities for professional development and $5,250 in tuition reimbursement

Free onsite fitness center and secure bicycle parking

Salary Description

Salary range minimum/target: $60,000