Conference & Training Coordinator (Event Planner)

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Job Title:

Conference & Training Coordinator (Event Planner)

Agency:

Technical College System of Georgia

Job Requisition ID:

JR0000005189

Shift:

Day (United States of America)

Compensation Details:

$60,000 - $70,000

Job Description:

The position is open to all applicants that meet the minimum qualifications below.

The Technical College System of Georgia (TCSG) is seeking highly qualified applicants for their full-time Conference & Training Coordinator (Event Planner) position in the Office of Workforce Development (OWD)/WorkSource GA. This position is responsible for planning, coordinating, and administering statewide conferences, training events, workshops, meetings, and special initiatives that support the Jobs for Veterans State Grant (JVSG). This position serves as the primary coordinator for statewide veteran workforce events that is specific to JVSG, staff development activities, partner meetings with JVSG, and employer engagement initiatives while ensuring compliance with federal grant requirements, state policies, and fiscal guidelines.

The Coordinator works closely with Local Veteran Employment Representatives, Disabled Veteran Outreach Program staff, JVSG Leadership, U.S. Department of Labor Veterans' Employment and Training Service (USDOL VETS), Local Workforce Development Areas, Georgia Department of Veterans Service, Technical College System of Georgia divisions, employers, community partners, and other stakeholders to deliver high-quality events that will improve employment outcomes for veterans, eligible spouses, and eligible persons.  This position is located at the TCSG System Office in Atlanta at 1800 Century Place, Atlanta, GA 30345.

RESPONSIBILITIES

• Plan, coordinate, and execute statewide JVSG conferences, summits, leadership meetings, and training events.

• Works with the OWD Communications team to plan, develop, and execute outreach efforts to build awareness for events, as well as coordinating the production of agendas, participant guides, signage, and event materials.

• Work with WorkSource areas from across the state to assist with regional events and conferences.

• Develop comprehensive project plans, timelines, and implementation schedules for all assigned events.

• Coordinate venue selection, contracts, lodging, meeting space, audio/visual services, catering, transportation, and event logistics.

• Manage registration systems, attendee communications, speaker coordination, and conference materials.

• Coordinate virtual and hybrid training events utilizing webinar and online meeting platforms.

• Serve as the on-site event manager, ensuring successful execution and resolving operational issues.

• Establishes and maintains detailed records of all event information

• Builds relationships with appropriate, state-approved vendors and partnering organizations

• Maintain communication with presenters, exhibitors, sponsors, and partner organizations.

• Develop and maintain positive working relationships with conference venues, vendors, and service providers.

• Assists in the operation and/or set-up of audio/visual equipment as needed

• Coordinates equipment installation or repairs

• Coordinates and/or supervises the set-up of meeting rooms and event space(s) for special functions

• Work with subject matter experts to develop conference agendas and training for JVSG staff.

• Prepares and submits quotes, billing invoices and maintains records

• Assist in developing and monitoring conference and training budgets.

• Conducts evaluations, gathers feedback and prepares reports for continuous improvement

• Contacts sensitive or problem accounts to reach resolutions; and

• Other duties as assigned.

Note: Position requires travel statewide to coordinate conferences and training activities. It may require occasional evenings and weekends during conferences or special events.

MINIMUM QUALIFICATIONS

Bachelor’s degree *and* two (2) years of event planning experience (Note: Experience may substitute for the degree on a year-for-year basis.)

PREFERRED QUALIFICATIONS

• Experience with State of Georgia budgetary and procurement practices

• Event Planning certification

• Experience in Whova (or similar) event planning software

• Three years of progressively responsible experience coordinating conferences, statewide meetings, or large-scale training events.

• Veterans who meet the minimum qualifications are encouraged to apply. Veterans' preference will be provided in accordance with applicable federal and state laws and the Technical College System of Georgia's employment policies.

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TECHNICAL COMPETENCIES

• Event planning and coordination

• Marketing and communication outreach principles

• Budget preparation procedures and techniques

• Purchasing and billing practices specific to area of assignment

• Knowledge of applicable laws, rules, and regulations, such as safety, compliance, security, and public assembly regulations

• Skill in the operation of computers and job-related software programs

• Skill in operation of basic office systems

• Decision making, time management and problem-solving skills

• Oral and written communication skills

• Ability to multitask and organize

• Skill in interpersonal relations with internal and external stakeholders

PHYSICAL DEMANDS/ WORK CONDITIONS

• Work is primarily performed in an office environment during standard business hours. Limited remote work may be available in accordance with agency policy and operational needs.

• Work performance involves light physical duties, including intermittent sitting, standing, and walking.

• Employees must be able to lift up to ten (10) pounds.

Minimum Qualifications:

Equal Employment Opportunity Employer

The State of Georgia does not discriminate based on race, color, national origin, sex, religion, age, disability, or other protected categories in employment or the provision of services.
Qualified applicants may request reasonable accommodation when needed during the application and/or screening process by contacting the appropriate agency Human Resources department.