January 31, 2020

Job Title: Conference Coordinator (Trainee)

Job Summary: The Conference Coordinator (Trainee) will work with the Association’s two other Conference Coordinators in preparation for the 2020 Illinois Association of Problem-Solving Courts Association Conference. The ideal candidate for this position will be interested in continuing in this position for the foreseeable future. The Association would like to always have at least two Conference Coordinators managing its annual conference, and would like to have an additional team member trained in all aspects of preparing for and managing the conference to supplement the two current Coordinators and to take over in the event one of the Coordinators is not willing or able to continue in their current position in the future.

Job Responsibilities: Initially, the Conference Coordinator (Trainee) will shadow the two Conference Coordinators before taking over any responsibilities. The Conference Coordinators divide the total responsibilities amongst themselves, but each Coordinator needs to be proficient in each responsibility. Ultimately, the responsibilities include:

  • Communicate via email and phone with prospective conference attendees, presenters, exhibitors, and sponsors
  • Meet regularly via phone conference with the Association Conference Committee to update them and seek their input on the conference planning
  • Attend quarterly Association Board meetings via phone conference
  • Research and determine topics for the general and breakout sessions of the conference
  • Secure contracts with conference presenters
  • Secure room blocks at host and partner hotels
  • Manage conference registration website
  • Prepare conference program including agenda, speaker biographies, sponsor and exhibitor information, board information, and any other pertinent information
  • Secure all continuing education credits, including MCLE, IAODAPCA, and IDFPR licensures
  • Coordinate with host hotel regarding food order, A/V needs, networking events, room reservations, and any other need
  • Create conference signage
  • Coordinate with printing agency to ensure all conference signs and materials are printed in time for conference
  • Create and stuff name badges and program material
  • Manage conference registration payments
  • Create conference evaluation
  • Manage conference sign-in during the conference
  • Act as a point person for attendees, exhibitors, and hotel staff during the conference
  • Manage continuing education spreadsheet
  • Send attendee certificates
  • Summarize conference evaluations
  • Create conference summary for the Board of Directors
  • Attend Association Board Retreat

Qualifications & Skills:

Required

  • Communicate effectively via phone, email, and in person
  • Proficient in Microsoft Office products including Word, Excel, and PowerPoint
  • Travel for conference business
  • Work effectively with minimal immediate supervision or guidance

Ideal

  • Proficient in Adobe products including Illustrator, Photoshop, and Acrobat
  • Proficient in Mail Merge in Microsoft Word
  • Basic understanding of managing a website and creating/editing forms on a website
  • Working knowledge of problem-solving courts in Illinois
  • Basic understanding of mental illness, substance use disorders, the Veteran’s Administration, and the law

Location and Hours

This position is a remote position. All work will be done via phone and email. Travel is required to the annual conference and to the annual board retreat.

Hours vary dependent on the time of the year with more hours being required during the immediate time before and after the conference; however, work is done year-round.

Type of Employment

This position is a part-time contractual position. Salary range is up to $12,000, and the initial contract will run through October 31, 2020.

How to Apply

Please submit by email a cover letter and resume to:
Matt Kindler
ilapsc@ilapsc.org

*  Applications submitted by March 1, 2020 will be given priority; however, this position will stay open until an appropriate candidate is found.