Conference & Training Coordinator (Event Planner)

Technical College System of Georgia; Georgia; On-site; USD 60,000 - 70,000; Full time

Job summary

Technical College System of Georgia seeks a Conference & Training Coordinator to plan statewide conferences and trainings supporting JVSG and partner organizations. You will manage agendas, venues, registrations, materials, and budgets while ensuring grant compliance.

Travel statewide is required; some evenings and weekends may be needed during events. A Bachelor’s degree and two years of event planning experience are required; Whova experience is a plus.

Qualifications

• Bachelor’s degree and two years of event planning experience required.
• Experience coordinating conferences, trainings or large-scale meetings is preferred.
• Whova or similar event software familiarity is a plus.

Responsibilities

• Plan statewide JVSG conferences, summits, and training events.
• Coordinate agendas, participant guides, signage, and materials.
• Manage registrations, speaker coordination, and conference logistics.
• Oversee venue contracts, lodging, catering, and AV needs.
• Ensure budgets, quotes, and invoices are tracked and reported.

Skills

Event planning

Budget management

Stakeholder coordination

Communication

Education

Bachelor's degree

Two years of event planning experience

Tools

Whova

Job description

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

Explore a World of Opportunity with the State of Georgia! We are the force that drives Georgia! Georgia State Government is a large enterprise, composed of various agencies and entities with a common goal to improve the lives of Georgia's more than 10 million citizens! Join Team Georgia and impact lives everyday while receiving a robust benefits package designed for every stage of your career! 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.

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.

Equal Employment Opportunity

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. Georgia State Government is a large enterprise, composed of various entities with a common goal to improve the lives of Georgia's 10 million citizens. With nearly 62,000 employees, we are one of the single largest employer in the state. Public service opportunities stretch across the state as employees live and work in all 159 counties. From traditional fields such as accounting, nursing, and engineering to unique fields like forestry and natural resources management, Georgia state government provides a world of opportunity.