Record Book Project and Events Coordinator

Safari Club International•San Antonio, TX

12h•Onsite

About The Position

The Record Book Project and Events Coordinator oversees, coordinates, and administers multiple organizational programs and recurring events. The position manages logistics for competitions, educational classes, and conventions; coordinates program scheduling and host relationships; oversees merchandise operations; and provides administrative support for daily operations. The role requires strong organization, clear communication, and the ability to manage multiple initiatives simultaneously. This position works in SCI’s San Antonio office and travels up to 25% of the time, including to the SCI annual convention, site visits, Board Meetings, trade shows, and other relevant or supported events. Applicants should understand and support hunting as part of biologically sound and ethically responsible international wildlife management. The ideal candidate knows SCI’s programs and mission and is passionate about hunter’s rights.

Requirements

2–3 years of experience in project coordination, event planning, program administration, or a related role.
Demonstrated experience managing multiple concurrent projects or programs with competing deadlines.
Experience coordinating events, travel, and logistics, including working with external vendors or partners.
Experience maintaining records, processing transactions, or supporting program administration accurately.
Experience working with members, customers, or external stakeholders in a service-oriented environment.
Project management skills and proficiency in project management software and systems.
Strong organizational and time-management skills.
Effective written and verbal communication skills.
Ability to manage multiple programs and deadlines concurrently.
Attention to detail in logistical coordination, invoicing, and documentation.
Proficiency in administrative processes and customer communication.
Ability and willingness to travel domestically and internationally as required.
Valid driver’s license and ability to be insurable under SCI policy.
Valid passport, or ability to obtain and maintain one, to support international travel.
Must be a hunter.
Any equivalent combination of education, training, and/or experience that fulfills the position requirements will be considered.

Nice To Haves

Bachelor’s degree in Business Administration, Event Management, Communications, Wildlife Management, or a related field preferred.
Exposure to inventory, merchandise coordination, or fulfillment processes is a plus.
Familiarity with wildlife conservation, hunting programs, or related industries is preferred.
Existing knowledge of SCI’s programs and mission and a passion for hunter’s rights.

Responsibilities

Manage the planning, coordination, and execution of recurring events, including the HX Deer Competition, NADeFA Convention, booth operations, and educational classes.
Serve as a central point of contact for event and program scheduling, coordination, and follow-up.
Coordinate timelines, travel arrangements, vendors, and on-site logistics, including travel, lodging, and logistical support for instructors and measurers.
Schedule and coordinate SCI measuring classes and Trophy Room measurement trips in collaboration with host organizations.
Communicate with hosts and create documentation confirming expectations, requirements, schedules, and SCI Record Book standards; maintain compliance and documentation records, including hosting agreements.
Prepare invoices and process payments related to measuring classes and Trophy Room programs.
Support the measuring program through exam grading and coordination of measuring kit distribution.
Process and verify Record Book and Photo Entries for accuracy and completeness before system entry.
Maintain program records, including member files, measurer information, guide and location data, and correspondence.
Ensure completed entries and awards are properly billed and documented.
Respond to member inquiries about Record Book programs, awards, and participation requirements.
Promote participation in Record Book and awards programs and provide program information as needed.
Coordinate with vendors on merchandise production, pricing, ordering, and delivery.
Track and maintain accurate merchandise inventory records.
Monitor merchandise listings and address customer service or fulfillment issues as needed.
Perform routine administrative duties, including answering phone calls, responding to emails, and handling general inquiries.
Attend meetings, conventions, trade shows, and other events as appropriate.
Perform other related duties as assigned.