Event Planner

About the position

The External Affairs Paraprofessional/Professional position is responsible for processing constituent registration applications for participation in specific Institute of Continuing Judicial Education (ICJE) learning activities. The role involves organizing and producing pre-conference materials for distribution on-site, compiling evaluation data and attendance records for post-conference reports, and coordinating pre-conference venue logistics such as food service, audio-visual needs, meeting space set-up, and other related tasks. The position requires collegial interaction with the assigned coordinator and other personnel in the area of administration as needed. Additionally, there may be occasional overnight, in-state travel to conference venues.

Responsibilities

• Input attendee registrations into PSO, including sorting training request applications, verifying/updating personal information, and emailing receipts and confirmations to attendees.
• Communicate via telephone, fax, and e-mail regarding enrollment issues related to sign-up forms to verify inconsistent or incomplete information.
• Maintain attendee rosters for approximately 25 ongoing events involving over 1500 constituents and about six constituency groups.
• Regularly report attendee information to different committees and groups using PSO, MS Word, and MS Excel.
• Send email reminders to constituents regarding upcoming courses, including advisements, venue specifications, and enrollment modifications.
• Assist the event coordinator prior to the conference with compiling all materials needed on-site, including attendees' name badges, handout materials, and special dietary cards for meals.
• Prepare feedback forms used on-site by attendees, i.e., evaluations.
• Assist the event coordinator after the conference with reporting course evaluation feedback, both numerical data and written comments.
• Input, maintain, and regularly report approved hours of attendance to staff members and other committees and groups.
• Provide on-site assistance for various ICJE programs during in-state travel.
• Assist coordinator with online course preparation and administration.

Requirements

• Technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate.
• Significant periods of time using a computer work station.
• Capability and interest in learning new computer skills.
• Proficient in attentiveness to detail, multi-tasking, and prioritization.
• Demonstrable ability and willingness to interact hospitably with colleagues.
• Ability to create and maintain database software information for registration and educational reporting purposes.