Events Coordinator - Temporary

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the diversity and excellence of our academic community.

The Neglected Tropical Diseases Support Center (NTD-SC) supports operational research on shared issues confronting 5 diseases using funding from the Bill & Melinda Gates Foundation and the United States Agency for International Development (USAID). The NTD-SC is the Secretariat for the multi-institutional Coalition for Operational Research on Neglected Tropical Diseases (COR-NTD). The COR-NTD is coordinated by the NTD-SC targeting the challenges of national NTD programs. The Events Coordinator will work with the Communications and Events Team to ensure the smooth operations of NTD-SC and COR-NTD events, including but not limited to the COR-NTD annual meeting, NTD-SC technical meetings and the Research Links meeting series, as needed.

 

JOB DESCRIPTION:

• Coordinates the logistics necessary to plan and execute conferences, meetings, and various types of special events for a school, department, or division.
• Interfaces with clients to plan events, and oversees their implementation.
• May conduct pre-event site/venue tours with potential clients.
• Recommends appropriate venue options based on the scope and specifications of the event.
• Liaises with catering vendors, Staging staff, and other parties participating in producing the event. Oversees domestic and/or international travel arrangements for event attendees.
• Acts as a primary day-of-event representative to the client before, during, and after event.
• Tracks and monitors event expenses; may oversee event billing and payment processes.
• Performs other related responsibilities as required.

Technical Support:

• Providing technical assistance relating to multiple and distinct event software
  systems;
• Presenting and conducting training for team members on essential meeting tools (i.e. Zoom, Jamboard, Easy Retro, etc.);
• Compiling and synthesizing various COR-NTD events data for reporting purposes;
• Developing and Distributing relevant surveys;
• Researching new technologies and strategies to improve the events team effectiveness;
• Assisting with the technical and logistical aspects of the Atlanta Area NTD Meeting;
• Providing technical expertise with the registration website.
• Facilitating pre and post-meeting communications with events participants;
• Scheduling and facilitating tech-related meetings and calls with vendors.

 

Operational And Logistics Support:

• Completing meeting deliverables in accordance with COR-NTD meeting timeline;
• Updating work plans and timelines as needed;
• Assisting in the design of presentations, banners, and signage for meeting use;
• Assisting in the development of the event registration website;
• Assisting in the clean-up and update of smartsheets;
• Developing, reviewing and executing the COR-NTD “Photo Gallery”, including, but not limited to, coordinating the submissions process, responding to submitters, and creating slides for the gallery;
• Ensuring the registration site and mobile application are synced;
• Preparing and presenting survey data to the NTD-SC team and donors.

 

Technical Meetings and Research Links Support:

• Facilitating pre and post-meeting logistical communications with participants, including scheduling Zoom meetings, invitation emails, etc.
• Assisting NTD-SC session lead with communications related to session speakers in order to gather presentations, consent forms and any other meeting assets needed;
• Assisting with the run of show and provides technical support during the session;
• Developing and distributing relevant surveys and providing analyzed results to session leads.

MINIMUM QUALIFICATIONS:

• A high school diploma and four years of experience in planning, coordinating and conducting special events, or a Bachelor's degree or an equivalent combination of education, training and experience.

 

PREFERRED QUALIFICATIONS:

• Experience with CVENT platforms or similar events management software, Survey Monkey, Zoom and Smartsheet management tool;
• Proficiency with Microsoft Suite (Word, Excel, PowerPoint, etc) and G Suite (Google Doc, Google Sheets, etc);
• Detail oriented; excellent written and verbal communication, especially in cross-cultural settings;
• Demonstrated ability to manage time and prioritize tasks to ensure completion by deadlines;
• Demonstrated ability to follow established business processes to ensure efficient
  completion of work;
• Demonstrated ability to work effectively and independently or as part of a team

 

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines of department of work.  Emory reserves the right to change remote work status with notice to employee.

To ensure the safety of our campus community, the COVID-19 vaccine is required. For more information on the University and Hospital policies and potential exemptions, please see our website.
Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.
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