Program Coordinator

International Foundation of Employee Benefit Plans • Brookfield, WI

8d • $20 • Hybrid

About The Position

Under the direction of the Supervisor of Program Coordination, the Program Coordinator works collaboratively with program directors, speakers and other International Foundation (IFEBP) departments to successfully coordinate the promotion, creation and delivery of educational materials for conferences, courses, contract programs and webcasts produced by the educational programs department. Levels Overview: The level system of roles is intended to be progressive, and the workload tasks and responsibilities increase in quantity and complexity as the levels increase. This means that the Level-I role tasks will included on all progressive levels of the role. This Position Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Requirements

• Advanced administrative skills with at least 3 years' experience in an administrative capacity (or similar role) is required.
• Possess exemplary written and verbal communication skills.
• Be very organized, detail oriented, attentive to timelines in order to effectively prioritize and execute multiple projects simultaneously in a fast-paced, deadline-driven environment.
• Demonstrate a strong proficiency of the Microsoft Office suite.
• Have prior successful experience in accurate database entry (CRM, or similar).Be able to collaborate effectively with cross-functional teams using excellent judgement and diplomacy in order to achieve project objectives and deadlines.
• Be an excellent individual contributor, as well as a teammate that fosters a cohesive and productive work environment.
• Be willing and able to work additional (“overtime”) hours as needed during peak times. Generally, this may be the 2-3 weeks leading up to an assigned conference or event.

Nice To Haves

• An Associate’s Degree in meeting management, hospitality, business, or related field is preferred.

Responsibilities

• Collaborates with program directors and meeting managers to coordinate and create meeting materials for conferences, courses, contract programs and webcasts.
• Works collaboratively to support departments including Marketing, Continuing Education (CE), Graphics, LLC, and Printing to meet the individual requirements of the program while assuring the timelines are maintained for the program.
• Inputs conference/course details (dates, locations, speakers, titles, etc.) into CRM/UX8, and runs various reports to confirm event details and prepare conference-related attendee materials including brochures, program pages, etc.
• Coordinates and schedules internal meetings related to the conferences, courses, contract programs and webcasts; prepares pre-meeting, tie-down and debrief meeting summaries.
• Occasionally works with registrants to help them access program materials, or answer questions to help them determine if a specific program is appropriate for their needs.
• Communicates and manages speaker/instructor schedules, biographies, hotel accommodations, travel insurance, PowerPoint presentations, reimbursements, timelines, etc.
• Prepares and creates materials and meeting agendas for program planning meetings; this may include pulling reports, compiling data points, brochures and research, and polling committee members for availability.
• Inputs and organizes meeting generated data into reports and summaries for governance committees.
• Compiles evaluation and attendance data in internal data program and generates internal database reports.
• Creates and inputs program materials and information into an app for each program.
• Schedules conference calls for program directors with speakers and panels based on program needs.
• Critically proofs and reviews marketing materials, e-mails, brochures, inserts, etc.
• Provides administrative and clerical support to program directors as needed.

Benefits

• Medical
• Dental
• Vision
• STD/LTD
• Life and AD&D Coverage
• Employees may also sponsor their own ancillary coverages such as Long Term Care, Accident, Hospital Indemnity, and Critical Illness Coverage.
• Full-time employees may also enter the 401k Thrift Plan and Pension Retirement Plan, subject to the entry and eligibility terms of each plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 51-100 employees