Conference & Programs Coordinator (Temp)

University of Alabama at Birmingham; Birmingham, Northern (AL, KY); Hybrid; USD 25,000 - 28,000; Full time

Job summary

University of Alabama at Birmingham (UAB) Temp Services is seeking a Program Coordinator I to work under general supervision, coordinating administrative, personnel and logistical support for a defined department program. The role involves organizing CFDE meetings, on-site logistics, and post‑meeting evaluations to improve future events.

Salary is hourly and ranges from $18.00 to $20.00, reflecting the temp nature and required three years of related experience.

Qualifications

• High School diploma or GED and three (3) years of related experience required.

Responsibilities

• CFDE Meeting and Conference Organization: Coordinate virtual, hybrid, and in-person CFDE meetings, workshops, and conferences. Establish and maintain meeting websites using current CFDE or SPARC templates. Post and update meeting information, agendas, speaker details, registration instructions, logistical information, and program materials. Develop detailed program agendas in coordination with conference chairs, speakers, investigators, and planning committees. Coordinate meeting invitations, registration, participant communications, reminders, presentation submissions, and related deadlines. Prepare participant lists, name badges, registration badges, signage, agendas, handouts, and other meeting materials using established templates. Maintain accurate versions of all event documents and ensure that updates are communicated promptly to participants and organizers.
• On‑Site Meeting Logistics: Attend assigned CFDE meetings and conferences and serve as the on‑site logistics manager. Act as a primary resource for conference chairs, speakers, attendees, hotel personnel, audiovisual staff, vendors, and other event personnel. Communicate directly with hotel and conference staff regarding meeting rooms, catering, audiovisual equipment, signage, internet access, seating, registration areas, and schedule changes. Manage participant check‑in, distribute badges and materials, and provide attendees with logistical guidance. Monitor the meeting schedule and help ensure that sessions begin and end on time. Address routine logistical issues promptly and elevate major concerns to the SPARC Director or conference leadership. Coordinate last‑minute updates, room changes, speaker needs, and participant communications. Maintain a professional, helpful, and highly responsive presence throughout the meeting.
• Post‑Meeting Evaluation and Reporting: Distribute post‑conference surveys using existing survey templates. Track response rates and send appropriate reminders. Compile summary statistics on attendance, participant characteristics, session evaluations, satisfaction, engagement, and other meeting outcomes. Summarize quantitative and qualitative survey results. Prepare concise post‑meeting reports, lessons learned, and recommendations for future events. Maintain organized records of registration data, attendance, survey results, meeting materials, presentations, photographs, and event outcomes.
• Program and Project Coordination: Schedule and coordinate recurring and ad‑hoc meetings involving UAB investigators, CFDE collaborators, working groups, and external partners. Prepare agendas, meeting invitations, virtual meeting links, presentation materials, and reminders. Attend designated meetings and document decisions, action items, responsible individuals, and deadlines. Maintain project calendars, milestone trackers, task lists, contact lists, shared folders, and program‑management records. Follow up with participants regarding assigned tasks, deadlines, presentations, reports, and meeting deliverables. Assist the SPARC Director with selected program summaries, stakeholder presentations, and progress reports.
• Communication and Collaboration: The coordinator must be an excellent and highly responsive written and verbal communicator. Responsibilities include: Communicating professionally with faculty, staff, trainees, conference chairs, speakers, external collaborators, hotel personnel, vendors, and attendees. Drafting clear emails, announcements, meeting instructions, agendas, summaries, reminders, and logistical guidance. Using Slack and Microsoft Teams for rapid team communication, task coordination, document sharing, and follow‑up. Using Zoom and Microsoft Teams to establish, host, and troubleshoot virtual meetings. Using GitHub to access, organize, update, and collaborate on program materials, templates, websites, documentation, and prototype applications. Providing timely updates to the
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Education

High School diploma or GED

Job description

University of Alabama at Birmingham (UAB) Temp Services is seeking a Program Coordinator I to work under general supervision, coordinating administrative, personnel and logistical support for a defined department program. The role involves organizing CFDE meetings, on-site logistics, and post‑meeting evaluations to improve future events.

Salary is hourly and ranges from $18.00 to $20.00, reflecting the temp nature and required three years of related experience.