Coord, Events (Sch/Dept)

Coord, Events (Sch/Dept)

Job summary

Description

The Task Force for Global Health is an Emory University affiliate located in Decatur, GA. Its fifteen programs focus on building robust public health systems that serve all people. Program areas include neglected tropical diseases, vaccines, and health systems strengthening. The Task Force for Global Health was recognized for its extraordinary contributions to alleviating human suffering with the 2016 Conrad N. Hilton Humanitarian Prize, the world's largest award of its kind. The Task Force is ranked among the largest nonprofits in the United States due to in-kind contributions of medicines and vaccines from major pharmaceutical companies valued at billions of dollars annually.

 

JOB DESCRIPTION:

 

  • Coordinates the logistics necessary to plan and execute conferences, meetings, and various types of special events for a school, department, or division. Interfaces with clients to plan events, and oversees their implementation.
  • May conduct pre-event site/venue tours with potential clients.
  • Recommends appropriate venue options based on the scope and specifications of the event.
  • Liaises with catering vendors, Staging staff, and other parties participating in producing the event.
  • Oversees domestic and/or international travel arrangements for event attendees.
  • Acts as a primary day-of-event representative to the client before, during, and after event.
  • Tracks and monitors event expenses; may oversee event billing and payment processes. Performs other related responsibilities as required.

 

PRIMARY RESPONSIBILITIES: 

 

The Neglected Tropical Diseases Support Center (NTD-SC) supports operational research on shared issues confronting 5 diseases using funding from the Bill & Melinda Gates Foundation and the United States Agency for International Development (USAID). The NTD-SC is the Secretariat for the multi-institutional Coalition for Operational Research on Neglected Tropical Diseases (COR-NTD). The COR-NTD is coordinated by the NTD-SC targeting the challenges of national NTD programs. The Events Coordinator will work with the Communications and Events Team to  ensure the smooth  operations of NTD-SC and COR-NTD events, including but not limited to the COR-NTD annual meeting, NTD-SC technical meetings and the Research Links meeting series, as needed. This position’s primary responsibilities will include: 

 

Technical Support

  • Providing technical assistance relating to multiple and distinct event software systems
  • Presenting and conducting training for team members on essential meeting tools (i.e. Zoom, Jamboard, Easy Retro, etc.);
  • Compiling and synthesizing various COR-NTD events data for reporting purposes;
  • Developing and Distributing relevant surveys;
  • Researching new technologies and strategies to improve the events team effectiveness;
  • Assisting with the technical and logistical aspects of the Atlanta Area NTD Meeting;
  • Providing technical expertise with the registration website.
  • Facilitating pre and post-meeting communications with events participants;
  • Scheduling and facilitating tech-related meetings and calls with vendors.

 

Operational And Logistics Support

  • Completing meeting deliverables in accordance with COR-NTD meeting timeline;
  • Updating work plans and timelines as needed;
  • Assisting in the design of presentations, banners, and signage for meeting use;
  • Assisting in the development of the event registration website;
  • Assisting in the clean-up and update of smartsheets;
  • Developing, reviewing and executing the COR-NTD “Photo Gallery”, including, but not limited to, coordinating the submissions process, responding to submitters, and creating slides for the gallery;
  • Ensuring the registration site and mobile application are synced;
  • Preparing and presenting survey data to the NTD-SC team and donors.

 

Technical Meetings and Research Links Support

  • Facilitating pre and post-meeting logistical communications with participants, including scheduling Zoom meetings, invitation emails, etc.
  • Assisting NTD-SC session lead with communications related to session speakers in order to gather presentations, consent forms and any other meeting assets needed;
  • Assisting with the run of show and provides technical support during the session;
  • Developing and distributing relevant surveys and providing analyzed results to session leads.

 

OTHER RESPONSIBILITIES:

 

  • The Events Coordinator, as a member of the Task Force for Global Health, should be prepared to contribute, assist, and participate in any other projects, activities, and initiatives as requested by management.

 

Travel:

  • Less than 5 % domestic and/or international travel

 

MINIMUM QUALIFICATIONS:

 

  • A high school diploma and four years of experience in planning, coordinating and conducting special events, or a Bachelor's degree or an equivalent combination of education, training and experience.

 

PREFERRED QUALIFICATIONS:

  • Experience with CVENT platforms or similar events management software, Survey Monkey, Zoom and Smartsheet management tool;
  • Proficiency with Microsoft Suite (Word, Excel, PowerPoint, etc) and G Suite (Google Doc, Google Sheets, etc);
  • Detail oriented; excellent written and verbal communication, especially in cross-cultural settings;
  • Demonstrated ability to manage time and prioritize tasks to ensure completion by
  •    deadlines;
  • Demonstrated ability to follow established business processes to ensure efficient completion of work.
  • Demonstrated ability to work effectively and independently or as part of a team

 

NOTE: This role will be granted the opportunity to work from home temporarily during the COVID-19 pandemic, with intent to return to an Emory University location in the future.  Emory reserves the right to change remote work status with notice to employee.