Academy on Violence and Abuse (AVA) Program Coordinator
Job Description
Overview: We are seeking a dynamic and organized AVA Program Coordinator to join our team. This role involves planning, coordinating, and executing a variety of events, from small meetings to large-scale conferences. The ideal candidate will be detail-oriented with excellent communication and interpersonal skills, able to manage multiple projects simultaneously, while maintaining high standards of organization and customer service. This is a remote, part-time (10-15 hours per week) 1099 contracted position with no employment status or benefits earned/accrued. Hourly rate will be based on experience and qualifications.
The mission of the AVA is to advance health education and research on the recognition, treatment, and prevention of the health effects of violence and abuse throughout the life course.
The vision of the AVA is that the recognition, treatment, and prevention of the health effects of violence and abuse are fully integrated into healthcare and society so that people of all ages are safe and healthy.
Responsibilities:
Meeting Coordination and Administrative Support:
- Understand the focus and objectives of meetings involving boards, committees, and stakeholders.
- Provides direct support to membership and fund development committees (other committees as assigned)
- Develop detailed meeting agendas.
- Invite and confirm meeting participants.
- Send reminders and follow-up communications.
- Coordinate meeting agendas with required materials and visual aids.
- Manage and update committee lists, contacts, and meeting invitations.
- Take comprehensive meeting minutes, documenting action steps and follow-up items.
- Ensure action steps are completed before the next meeting.
Event Planning and Coordination:
- Develop comprehensive event plans and timelines in collaboration with the planning committee.
- Manage event budgets effectively and efficiently.
- Negotiate contracts and agreements with vendors.
- Oversee event logistics, including catering and audiovisual equipment.
- Supervise event setup, execution, and breakdown.
- Implement post-event evaluation processes and gather feedback.
- Assist in collecting necessary items from presenters for Continuing Education (CE), Continuing Medical Education (CME), and Continuing Education Units (CEU).
Guest Management:
- Manage guest lists and RSVPs, ensuring accurate and timely updates.
- Coordinate accommodations and transportation for board members and invited guests as needed.
- Provide exceptional customer service throughout the event to ensure a positive experience for all attendees.
Marketing and Promotion:
- Develop and execute marketing campaigns to promote events effectively.
- Manage event registration and ticketing processes, ensuring a smooth experience for participants.
Team Collaboration:
- Work closely with the planning committee to ensure the execution of approved event items.
- Collaborate with volunteers for both remote and in-person event functions.
- Coordinate with the website/marketing committee to promote events.
- Partner with the local program team for onsite and regional marketing efforts.
Supervision:
- The AVA Program Coordinator will report directly to the Administrative Committee of the AVA Board of Directors.
- The AVA Program Coordinator will work closely with the Administrative Coordinator to collaborate on AVA’s initiatives.
Qualifications:
- Bachelor’s degree or experience in event planning, communications, or a related field preferred.
- Proven ability to manage multiple projects simultaneously.
- Excellent organizational and time management skills.
- Strong communication and interpersonal skills.
- Proficiency in event planning software and tools.
- Flexibility to work evenings and weekends as required.
Desired Skills:
- Experience with Zoom events and virtual platforms.
- Familiarity with event registration software.
- Proficient in Microsoft Office Suite.
- Experience with email marketing software.
- Strong customer service experience.
If you are a motivated, detail-oriented professional with a passion for event planning and coordination, we encourage you to apply for the AVA Program Coordinator position and join our team.
AVA believes strongly that all applicants, including Black, Indigenous, or Other People of Color, people of all abilities, people of all religions, and LGBTQI people should be considered fairly for employment opportunities regardless of identity. We are most interested in finding the best candidate for the job, and we recognize that the best candidate may have different qualifications from those listed above.
This job description is intended to convey information essential to understand the scope of the position. It is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with the position.
If you are interested, please email Susan Hardie: suefhardie@gmail.com
