Education Program Coordinator

Job Openings at IFEBP•Brookfield, WI

1d•Hybrid

About The Position

The Education Program Coordinator works under the direction of the Supervisor of Program Coordination and collaborates with program directors, speakers, and other International Foundation departments to coordinate the promotion, creation, and delivery of educational materials for conferences, courses, contract programs, and webcasts. The role supports program planning and execution from start to finish, working with internal departments to meet program requirements and timelines. It includes administrative and clerical support, coordinating meeting materials and logistics, maintaining program information and records, and occasionally assisting registrants with program materials or questions. The position may involve occasional work travel of up to 10% of the time. It is an hourly, non-exempt, full-time role based at the Foundation’s Brookfield, Wisconsin headquarters. New hires work fully onsite during training; after training, the current schedule is 60% onsite and up to 40% optionally remote, as business needs allow.

Requirements

At least 3 years of experience in an administrative capacity or similar role.
Advanced administrative skills.
Exemplary written and verbal communication skills.
Ability to collaborate effectively with cross-functional teams using sound judgment and diplomacy to achieve project objectives and deadlines.
Ability to contribute independently and as a teammate who fosters a cohesive and productive work environment.
Strong organization, attention to detail, and timeline management; ability to prioritize and execute multiple projects in a fast-paced, deadline-driven environment.
Strong proficiency with the Microsoft Office suite.
Prior successful experience with accurate database entry, such as CRM or similar systems.
Willingness and ability to work additional overtime hours as needed during peak periods, generally the 2–3 weeks before an assigned conference or event.
Ability to meet the stated physical demands, including regularly sitting, using hands, and talking or hearing; occasionally standing, walking, reaching, stooping, kneeling, crouching, and lifting or moving up to 10 pounds.

Nice To Haves

Associate’s degree in meeting management, hospitality, business, or a related field.
Equivalent combination of education and relevant experience will be considered.

Responsibilities

Collaborate with program directors and meeting managers to coordinate and create materials for conferences, courses, contract programs, and webcasts.
Work with Marketing, Continuing Education, Graphics, LLC, Printing, and other departments to meet program requirements and timelines.
Enter conference and course details into CRM/UX8 and run reports to confirm event details and prepare attendee materials such as brochures and program pages.
Coordinate and schedule internal program meetings and prepare pre-meeting, tie-down, and debrief summaries.
Occasionally assist registrants with access to program materials or questions about whether a program meets their needs.
Coordinate speaker and instructor schedules, biographies, hotel accommodations, travel insurance, PowerPoint presentations, reimbursements, and timelines.
Prepare materials and agendas for program planning meetings, including reports, data, brochures, research, and committee availability polling.
Organize meeting-generated data into reports and summaries for governance committees.
Compile evaluation and attendance data in the internal data program and generate database reports.
Create and enter program materials and information into an app for each program.
Schedule conference calls for program directors with speakers and panels.
Prepare last-minute informational emails to program participants using Eloqua and to speakers and moderators using Outlook.
Proofread and review marketing materials, emails, brochures, and inserts.
Provide administrative and clerical support to program directors as needed.
May train or mentor more junior staff members.