Event Technology Manager

NAFSA: Association of International Educators•Washington, DC

About The Position

The Event Technology Manager directs NAFSA’s event technology infrastructure for virtual and in-person events and provides leadership to the Event Technology team. Working closely with the Senior Director, Technology, event planning teams, internal stakeholders, and external vendors, the manager keeps event technology platforms current and aligned with organizational needs, supporting events ranging from small stand-alone meetings to major conferences. The role supervises the Event Technology Specialist and is a strategic partner in platform selection, implementation, and optimization. The position plans and manages event technology systems and implementation cycles, including systems used for registration, conferences, virtual events, and related services. It works with event owners and vendors to define requirements, establish work plans and timelines, coordinate testing and implementation, and ensure reliable attendee and exhibitor experiences. The manager also maintains system documentation, develops and delivers training, supports end users, manages vendor relationships and contracts, and contributes to budgets and technology improvement strategies. The workday is generally 9:00 a.m. to 5:00 p.m. From the week after Memorial Day through Labor Day, the schedule is 8:30 a.m. to 5:30 p.m. Monday through Thursday and 9:00 a.m. to 12:00 p.m. Friday. Occasional travel is required, especially for the annual conference and other leadership meetings. Attendance at the NAFSA annual conference during the week of Memorial Day, including the holiday itself, is required. Work is performed in a typical office environment and involves extended periods of sitting, intermittent sitting, standing, bending, and lifting 10 pounds or less, constant computer keyboard and monitor use, and intermittent use of a headset and microphone.

Requirements

Bachelor’s degree or an equivalent combination of related education and experience.
At least 5 years of successful experience working in project-based structures, developing or leading programs or projects, and managing tasks and timelines effectively.
Power-user or administrator experience with event management and virtual event platforms such as Cvent, CadmiumCD, Zoom webinars, event registration systems, and other platforms.
Demonstrated experience supporting end users of web-based applications, with a strong customer-service orientation.
Ability to research and resolve product- and service-related issues.
Experience managing multiple workstreams, prioritizing appropriately, and solving problems in complex situations.
Flexibility, ability to multitask, creativity, and ability to work in a fast-paced team environment as well as independently.
Strong organization and attention to detail, with the ability to prioritize and execute tasks effectively.
Strong work ethic and intellectual curiosity.
Ability to work tactfully with and elicit cooperation from diverse stakeholders and vendors; persuasive, encouraging, and diplomatic approach.
Strong oral and written communication skills.
Ability to quickly learn proprietary software such as association management systems or marketing and strategic communications platforms.
Ability to master new systems quickly and research a wide range of issues when troubleshooting user problems.
Interpersonal skills to assist users with varied technical skill levels and backgrounds.
Ability to explain technical ideas in user-friendly and business-friendly language.
Ability to collaborate, lead meetings and trainings, listen, and solve problems.
Ability to prioritize and execute tasks under pressure.
Ability to attend the NAFSA annual conference during the week of Memorial Day, including the holiday itself.
Ability to travel occasionally for job responsibilities.
Ability to perform work involving extended sitting, intermittent standing and bending, lifting 10 pounds or less, constant computer keyboard and monitor use, and intermittent headset and microphone use.

Nice To Haves

Experience with nonprofit, education, or international education institutions.
Experience in technology system evaluation and procurement.
Experience in leadership roles, staff management, and mentorship.
Budget management experience.

Responsibilities

Research and recommend best practices, standards, and policies for enterprise event technology platforms.
Use the Event Technology Toolkit to support event planning, scope, and budget discussions with event owners.
Plan event system implementations with event planning teams and lead reviews of system functionality against NAFSA’s event requirements.
Document current and future event technology platforms, systems, processes, and workflows, keeping materials current for knowledge transfer.
Consult with decision makers, system owners, and end users to define business, financial, and operational requirements and goals, and identify and resolve system issues.
Evaluate the effectiveness and efficiency of event systems and develop improvement strategies.
Research developments and emerging technologies in virtual events to support innovation and attendee needs.
Maintain the event technology team workplan and create implementation timelines with event stakeholders.
Manage annual system setup and implementation cycles for annual and regional conferences and other events.
Ensure accurate system setup and implementation of new features across event technology systems, including Maritz event registration, CadmiumCD, Cvent, Zoom, and other SaaS tools.
Coordinate implementation and testing timelines with vendors and event owners.
Ensure timely implementation and smooth operation of registration and event technology systems for attendees and exhibitors.
Coordinate on-site registration desk, hardware, infrastructure, and staffing plans with Conference Logistics, Accounting, Technology Operations, and vendors.
Recommend process workflow changes and improvements to user experience and backend data capture protocols.
Consult staff on using Zoom features to create engaging virtual events.
Prepare reports, recommendations, and alternatives addressing existing and potential event-operations issues.
Ensure compatibility and interoperability between event and in-house computing systems, and provide post-implementation support.
Lead cross-departmental teams implementing event technology platforms and services.
Supervise, support, assess, and evaluate direct reports to promote timely, high-quality technology support and service.
Communicate NAFSA’s strategic and operational needs to vendors and translate them into scopes of work, timelines, work plans, and budgets.
Manage vendor relationships, ensure contracts and service-level agreements are fulfilled, and lead contract review and renewal processes for systems in the annual workplan.
Conduct cost-benefit and return-on-investment analyses ahead of vendor contract renewals.
Coordinate event technology contract formulation, review, and renewals for final sign-off by internal business owners.
Monitor service-level agreements and spending against allocated annual budgets, and consult with the supervisor on team strategies, problem-solving, and accomplishments.
Develop and maintain documentation for supported systems and training materials for event owners and end users.
Assist with developing and conducting training sessions and teaching materials for enterprise event software.
Coordinate and perform in-depth testing, including end-user reviews, for modified and new systems.
Orient and train end users on modified and new systems.
Guide junior staff on technical systems, best practices, and professional development.
Complete other projects as assigned.
Travel occasionally for job responsibilities, particularly the annual conference and other leadership meetings, and attend the annual conference during the week of Memorial Day, including the holiday.