US-Educational Programs - Specialist, Event Experience

Title:                     Specialist, Event Experience

Division:              Education

Department:        Event Experience

Reports to:          Senior Director, Event Experience

Status:                 Full-time, Exempt

Level:                   Senior Coordinator/Specialist

Direct Reports:    N/A

CASE is a global not-for-profit and membership association whose vision is to advance education to transform lives and society. Its mission is to inspire, challenge and equip communities of professionals to act effectively and with integrity to champion the success of their institutions. Advancing education in over 3,600 member institutions, CASE serves over 85,000 members in 82 countries.

Broad and growing communities of professional practice gather under the global CASE umbrella. Currently these include advancement services, alumni relations, communications, fundraising, government relations, institutional leadership and marketing. Individual members are at all stages of their career and may be working in universities, schools, colleges, cultural organizations or other not-for-profits. CASE membership also includes many corporate partners. CASE uses the intellectual capital and professional talents of an army of volunteers to advance its work.

CASE works across all continents from its regional offices in Washington DC, London, Singapore, Australia and Mexico City. CASE works to achieve a seamless experience for all its stakeholders: particularly its members, volunteers and staff. Working together across time zones and borders, CASE staff in all offices seek to make the ambitious OneCASE aspiration a reality.

POSITION PURPOSE

The Specialist, Event Experience is an essential part of the event experience team. The person in this role is responsible for high level coordination of the systems and processes involved in CASE’s in-person conferences.  

ESSENTIAL FUNCTIONS
 

The core functions of this position include but are not limited to the following:

Volunteer Management

• Works within database to assist team in creating a stewardship plan for conference volunteers.
• Support conference volunteer recognition program. 

Association Management System

• Serves as AMS technical expert for event experience reporting and serves as back-up support to other Educational Programs staff as needed.

Conference Marketing

• Ensures marketing content deadlines are met and materials are accurate.
• Regularly reviews conference websites and other marketing channels for accuracy and assists managers with edits/updates/corrections where necessary.

Conference Logistics

• Provides support in management and review of hotel contracts.
• Serves as liaison for hotel and vendor partners.
• With appropriate guidance, manages logistical details for up to 10 conferences each year including planning and onsite implementation.
• Assists event managers onsite at conferences as needed.
• Some domestic travel required. Some weekend and after-hours work required.

Fiscal Management/Budget Responsibility/Judicious Use of Resources

• Exercises fiscal responsibility in the utilization of all CASE resources.

Image Responsibilities

• In keeping with the CASE Values Statement, ensures that CASE is well represented by exercising a high degree of professionalism, accuracy, and ethics, in all activities, services, and products.

Liaison Responsibilities

• Works cooperatively and diplomatically with all divisions and regions.  
• Liaises with CASE colleagues in other parts of the world to ensure the best sharing of ideas, expertise, and knowledge. 
• Incorporates tasks and/or projects related to objectives as directed by the CASE Strategic Plan.
• Exhibits appropriate leadership toward and works cooperatively and supportively with all volunteer groups for which this position is responsible.  
• Report out to CASE stakeholders weekly on updated revenue and attendance numbers.  
• Liaises with colleagues running CASE's conferences, workshops, and institutes in other parts of the world to ensure the best sharing of ideas, expertise and knowledge.  
• Represents CASE in a respectable and professional manner as required in key volunteer engagement.

 Performs other duties and responsibilities as assigned by the Supervisor.

POSITION REQUIREMENTS

Education and Experience:

• Bachelor’s degree; 3-5 years’ work experience in project coordination within a customer-service environment and experience in event planning required; advancement-related experience, and volunteer management experience highly desirable.

Skills and Abilities:

• Must exhibit superior customer service skills and the ability to interact effectively with a variety of constituents, both internal and external. Excellent written and verbal communication, organizational, interpersonal and problem solving skills necessary. High level of proficiency in Microsoft Office suite and database programs required. Personify, or similar AMS, and Drupal experience preferred. Ability to work independently and in a team to accomplish goals and meet deadlines.

Management reserves the right to review and revise this document at any time. This document represents a description of intended job content and should not be construed in any way to be a contract of employment.