Conference Coordinator – WEAC

February 5, 2018

Internal/External Posting

Job Title:                   Conference Coordinator

Location:                   WEAC Office, Madison, WI

Reports to:                WEAC Executive Coordinator for Governance & Management

Classification:           Associate Staff, Category E

Job Summary:  The Conference Coordinator is responsible for coordinating Association sponsored meetings, conferences, workshops and special events. This position also maintains the WEAC calendar of events and provides support for the Executive Department and the WEA Academy. The person in this position attends the annual NEA convention which occurs out of state and occasional in-state weekend meetings.  The person also supports the WEA Academy program with registration, technical support, administrative tasks, invoicing and general requests.

Job Duties and Responsibilities:

Serve as WEAC’s logistical liaison regarding accommodations and schedules for all state delegates and participants attending the NEA RA national conventions. Travels to future NEA RA sites two years in advance to attend state coordinator planning meetings, conduct hotel site inspection, select hotels and accommodations, and meet with hotel representatives.

Attend the annual NEA Site Selection meeting, coordinate with WEA leadership to finalize hotel selection for the WEAC delegation each year; negotiate and finalize appropriate contracts in cooperation with NEA staff.

Work closely with the NEA RA hotel selected to ensure logistics, lodging and catering is in place for the annual WEAC caucus meetings and other related meetings as necessary.

Arrange lodging for NEA state delegates, staff and governance for the NEA RA.

Work with WEAC accounting to compute travel per diem stipends for state delegates to the NEA RA and follow up with delegates to submit necessary paperwork.

Serve as WEAC’s representative to the NEA State Coordinators meeting group.

Coordinate the WEAC Representative Assembly logistics, including negotiation of related contracts for outside support and vendors to ensure a successful RA.

Schedule and make onsite visits to review accommodations and meet with vendors for various meetings.

Arrange for and administer the necessary lodging and meeting room allocations.

Create registration link for events and make links available to targeted audiences.

Assist members in conference registration and logistical needs.

Resolves issues with event logistics and staff/member needs or special accommodations on a timely basis.

Process stipends for payment to members attending national conferences.

Negotiate contracts with outside vendors for final management contract signature; this includes hotel, catering, and other arrangements as necessary.

Attend meetings and conferences, as needed, to ensure the event runs smoothly and efficiently.

Independently draft and review correspondence, notices and documents.

Verify invoices and process invoices for payment related to conferences and the WEA Academy.

Assist WEAC officers with travel arrangements.

Provide the master calendar to be posted on WEAC web site.

Provide administrative support to the WEA Academy.

Process national board certification mentor requests.

Process registrations for WEA Academy courses.

Process WEA Academy invoices.

Support UPS and mail services for WEAC building tenants.

Work with the Executive Office to implement the WEAC scholarship program.

Support and advance the WEAC mission, goals and core values.

Shall perform other duties as assigned.

Essential Knowledge, Skills and abilities:

Ability to promote and adhere to the WEAC policies.

Successful previous experience in a conference planning and/or hospitality industry related position is desired.

Experience with event planning software desired.

Experience with Microsoft Office Suite.  Comfortable in using technology to improve efficiency and effectiveness in the course of work.

Ability to learn software associated with the position.

Experience with WordPress software preferred.

Experience with hotel contract negotiations strongly preferred.

Social media experience preferred.

Excellent written and oral communication skills, along with interpersonal relationship skills needed to work with members, co-workers and outside vendors.

Ability to effectively collaborate, successfully support, and work with diverse individuals and groups; ability to maintain a high degree of professionalism, even under stressful or difficult situations.

Ability to work well under pressure and independently to meet timelines, goals and objectives; ability to coordinate workloads and schedules.

Possession of a valid driver’s license.

Willingness and ability to work long hours, many on your feet, and travel to in- and out-of-state conferences and meeting locations.

Ability to travel independently.

Ability to travel overnight as necessary, including a minimum of seven days the first week of July out of state (annually), along with an annual four-day site visit out of state (annually). Some additional in-state weekend travel required.

Training and Experience:  Associate degree/post high school education is desirable.

A minimum of two years of experience effectively coordinating the logistics of group events, including all aspects of planning, coordination and logistics.

Salary and Fringe BenefitsExcellent salary and benefit package under the Associate Staff Collective Bargaining Agreement.

Deadline for Applications: Please include your resume, three references and a letter of interest detailing your experience in the areas of responsibility outlined above.  Applications must be received no later than 5:00 p.m., Wednesday, February 20, 2019. 

Beginning Date & Location of Employment: April 1, 2019, WEAC Madison Office, 33 Nob Hill Road Madison, Wisconsin, 53713.

Submit Applications to:

Jill Hein, HR Coordinator
P.O. Box 8003
Madison, WI 53708-8003