Education Program Coordinator

International Foundation of Employee Benefit Plans; Town of Brookfield (WI); Hybrid; USD 23,000 - 33,000; Full time

Benefits offered by this job

On-site fitness center

Zoo passes

Pension plan and 401(k) matching

Comprehensive benefits package

Job summary

The International Foundation of Employee Benefit Plans (IFEBP) is seeking an Education Program Coordinator to coordinate conferences, courses, and webcasts. You will work with program directors, speakers, and various departments to ensure timely delivery of educational materials and events, from planning through execution.

Hybrid work arrangement in Brookfield, WI; requires strong administrative skills, attention to detail, and ability to manage multiple programs with cross-functional

Qualifications

• Advanced administrative skills with several years' experience in an administrative capacity.
• Excellent written and verbal communication abilities.
• Strong organizational skills with attention to timelines and multi-project prioritization.
• Proficiency with Microsoft Office suite and CRM/database entry experience.

Responsibilities

• Coordinate and create meeting materials for conferences, courses, contract programs and webcasts.
• Support departments (Marketing, CE, Graphics, Printing) to meet program requirements and timelines.
• Input conference/course details into CRM/UX8 and generate reports for attendee materials.
• Schedule internal meetings, prepare summaries, and manage speaker schedules, bios, travel arrangements and materials.
• Prepare program agendas, pull reports, and assist with governance committee summaries.
• Assist registrants with access to materials and answer program suitability questions.
• Provide clerical support to program directors as needed.

Job description

Description

Are you the kind of organizer who keeps both the details and the people on track? As a Education Program Coordinator, you'll combine administrative precision with people coordination.

You’ll work with program directors, confirm and support speakers, and partner with departments across the organization to keep our conferences, courses, and webcasts on track. You’ll own your assigned work from start to finish, with training, established procedures, and a supportive team behind you.

Summary:

Under the direction of the Supervisor of Program Coordination, the Education Program Coordinator works collaboratively with program directors, speakers and other International Foundation (IFEBP) departments to successfully coordinate the promotion, creation and delivery of educational materials for conferences, courses, contract programs and webcasts produced by the educational programs department.

Essential Duties and Responsibilities:

• Collaborates with program directors and meeting managers to coordinate and create meeting materials for conferences, courses, contract programs and webcasts.
• Works collaboratively to support departments including Marketing, Continuing Education (CE), Graphics, LLC, and Printing to meet the individual requirements of the program while assuring the timelines are maintained for the program.
• Inputs conference/course details (dates, locations, speakers, titles, etc.) into CRM/UX8, and runs various reports to confirm event details and prepare conference-related attendee materials including brochures, program pages, etc.
• Coordinates and schedules internal meetings related to the conferences, courses, contract programs and webcasts; prepares pre-meeting, tie-down and debrief meeting summaries.
• Occasionally works with registrants to help them access program materials, or answer questions to help them determine if a specific program is appropriate for their needs.
• Communicates and manages speaker/instructor schedules, biographies, hotel accommodations, travel insurance, PowerPoint presentations, reimbursements, timelines, etc.
• Prepares and creates materials and meeting agendas for program planning meetings; this may include pulling reports, compiling data points, brochures and research, and polling committee members for availability.
• Inputs and organizes meeting generated data into reports and summaries for governance committees.
• Compiles evaluation and attendance data in internal data program and generates internal database reports.
• Creates and inputs program materials and information into an app for each program.
• Schedules conference calls for program directors with speakers and panels based on program needs.
• Prepares last-minute informational emails to program participants using Eloqua and to speakers and moderators using Outlook.
• Critically proofs and reviews marketing materials, e-mails, brochures, inserts, etc.
• Provides administrative and clerical support to program directors as needed.

Supervisory Responsibilities:

No formal supervisory responsibilities; however, incumbent may be required to train/mentor more junior staff members.

Compensation:

This is an hourly, non-exempt position that pays $20.42 per hour.

Total Rewards:

The Foundation offers a generous total rewards package. Our incredible benefits package includes a comprehensive and affordable medical plan (which includes 24/7 Teledoc), vision plan, dental plan, FSA (medical and dependent care), Employee Assistance Program (EAP), long term disability, short term disability, ample PTO (vacation, sick, holidays) and more! Our retirement plan includes a defined benefit (pension) plan AND a non-elective company 401(k) contribution AND a 401(k) matching contribution.

Unique organizational perks include free Milwaukee County Zoo passes, an on-site fitness center with yoga, stretch, and strength training classes, mindfulness sessions, a bocce league, game nights, and even a cribbage club to name a few!

Requirements

Required Education/ Experience:

The International Foundation will always consider candidates with an equivalent combination of education and relevant experience.

• Advanced administrative skills with at least 3 years' experience in an administrative capacity (or similar role) is required.
• An Associate’s Degree in meeting management, hospitality, business, or related field is preferred.

Minimum Qualifications/Skills:

To perform this job successfully, the individual must:

• Possess exemplary written and verbal communication skills.
• Be able to collaborate effectively with cross-functional teams using excellent judgement and diplomacy to achieve project objectives and deadlines.
• Be an excellent individual contributor, as well as a teammate that fosters a cohesive and productive work environment.
• Be very organized, detail oriented, attentive to timelines in order to effectively prioritize and execute multiple projects simultaneously in a fast-paced, deadline-driven environment.
• Demonstrate a strong proficiency of the Microsoft Office suite.
• Have prior successful experience in accurate database entry (CRM, or similar).
• Be willing and able to work additional (“overtime”) hours as needed during peak times. Generally, this may be the 2-3 weeks leading up to an assigned conference or event.

Travel Requirements:

This position may intermittently require that the individual travel occasionally for work; but only up-to 10% of the time.

Hybrid Work Environment:

This position is expected to work from our corporate headquarters office in Brookfield, WI Monday-Friday each week, between the hours from 8:00am and 5:00pm. This is an environment with typical office conditions, including lighting, noise, seating and equipment. New hires are expected to be fully onsite during the training period. Then, once fully trained, the Foundation currently operates on a 60/40 Hybrid schedule; with 60% being onsite at our headquarters in Brookfield (Tuesdays, Wednesdays, and Thursdays); and up-to 40% being Optionally Remote (Mondays and Fridays) and as business needs allow.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

ABOUT US:

The International Foundation of Employee Benefit Plans is North America’s largest membership organization for those who work with employee benefit plans. The Foundation’s employees make a HUGE impact on the livelihoods of millions of workers across the U.S. and Canada because of the work we do in providing education and research to the benefits community. Employees enjoy an outstanding benefits package, unique employee perks, creative and caring co-workers—all within a family-friendly workplace. Speaking of workplaces, the Foundation is tucked into a 15-acre wooded slice of nature in the heart of Brookfield. We’re small enough for you to have ongoing, meaningful impact on the organization but big enough to make international news. Visit us at www.ifebp.org or connect with us on the socials.