Job Description

EDUCATION AND EVENTS COORDINATOR

BASIC FUNCTION:

The Events and Education Coordinator allows the South Carolina Recreation and Park Association to provide relative, timely, and affordable events for the membership.  As the Events and Education Coordinator, you will be responsible for the continuing education and professional development coordination for the Association’s membership. Organization is key for this position as you will plan events all around the state, working with different aspects of meeting planning. By building connections with members throughout the state, you will create a network for planning education events and organizing logistics. Throughout the year, you will form relationships with Commercial Members and prospective members as you organize the Annual Exhibit Hall that takes place onsite during the Annual Conference.

ORGANIZATION

The  South Carolina Recreation and Parks Association organized in 1945 is a small staffed non-profit organization dedicated to the professional development of its members and advocacy for parks, recreation and tourism opportunities in South Carolina. SCRPA is located in Lexington, SC. This new position will report to the Executive Director.  Approximately 35-45% of your time throughout the year will be travel around the state of South Carolina, to include occasional weekend and overnight. This position requires independent work and judgment, and may include some remote opportunity.

RESPONSIBILITIES AND TYPICAL TASKS OR ASSIGNMENTS:

EDUCATION

Coordinate educational offerings of the Association, in conjunction with the Executive Director, the Board of Directors, and Institute/Academy faculties. Oversees and maintains a variety of database information concerning registration and Continuing Education Units.

§ Acts as a staff liaison with the Board and Institute Chairs.

§ Works with volunteers to produce regional events around the state.

§ Prepares and provides budget reports to the Executive Director.

§ Maintains accurate information in the database and on the website for all upcoming events.

§ Selects locations and negotiates contracts with sites for the hosting of educational activities to present to Executive Director.

§ Works with the Membership Service Coordinator to prepare registration materials.

§ Works with and supervises numerous volunteers to provide on-site registration and hosting.

§ Coordinates registration prior to sessions.

§ Identifies potential speakers, prepares and negotiates contracts for speaking engagements.

§ Plans and oversees Virtual Education series offerings.

§ Conducts post course evaluations and assessments and provides reports to the Executive Director.

ANNUAL CONFERENCE

Responsible for the Education Components and Exhibit Hall in conjunction with membership services coordinator

§ Pre Conference – Education

o Receive proposals for educational sessions of the Annual Conference.

o Secure information from potential speakers and presents the information to the appropriate Committees.

o Assure that all education aspects of the conference are represented.

o Prepare contracts with speakers for presentations.

o Correspond with the speakers to secure information on audio visual and meeting room needs.

o Coordinate the meeting space assignment of the conference facility with the Executive Director.

o Work to ensure compliance of continuing education unit courses, with set guidelines and requirements.

o Maintain full listing of education sessions to be used for marketing materials.

o Prepare any on-site information to hand off oversight to another FRPA staff members who will be on-site coordinator for educational programs at the Annual Conference.

§ Pre Conference – Exhibit Hall in coordination with membership services coordinator

o Prepares trade show sales kit for the Annual Conference.

o Issues the RFP and secures the contract for the Decorating Services of the trade show.

o Plans and organizes the trade show entertainment and activities.

o Works within the trade show budget.

o Prepares monthly reports on the progress of trade show booth sales.

o Researches and recommends changes appropriate for the success of the trade show.

o Spearheads sponsorship recruitment for conference activities.

§ Onsite Coordination of the Exhibit Hall functions and activities.

o Management of Exhibitors checking in and setting up booths.

o Management of volunteers.

o Personally greets each exhibit company during the trade show.

o Makes note of improvements.

ADMINISTRATIVE

Assist with all office duties such as answering phone calls, receiving mail, assisting members with questions and registrations. Assist the Executive Director and Membership Service Coordinator with the general business operations of the Executive Office. Other duties as required by the Executive Director.

ESSENTIAL JOB FUNCTIONS:

§ Must be able to sit for extended periods of time during the course of a workday while communicating by voice and electronically.

§ Must be able to walk substantial distances to and between meetings and otherwise while carrying needed items or meeting supplies or other materials as part of an onsite meetings teams.

§ Must be able to travel by automobile to meeting venues. Ability to rent a car.

§ Must be able to lift 30-40 pounds.

§ Must work cooperatively with other team members to ensure successful completion of projects in a timely manner.

§ Must be able to learn and adhere to all company policies, procedures and rules.

KNOWLEDGE, SKILLS AND ABILITIES:

§ Knowledge and skills of social media platforms as they relate to non-profits.

§ Knowledge of the practices and techniques of assisting in the managing of a service organization office, particularly as applied to meeting, conference and event planning, membership and assisting the Executive Director in a variety of Association activities. 

§ Considerable knowledge of modern office practices, procedures, computer equipment and software applications required, including basic knowledge of online meeting functions (i.e. Zoom) and Microsoft Office Suite software (Word, Excel, Outlook, PowerPoint, etc.)

§ Demonstrate the ability to analyze data and organize the data for ready retrieval. 

§ Ability to coordinate efforts in the administration of policy and maintain effective working relationships to assist Executive Director, office personnel, boards and committees, vendors, volunteers and the general membership.

This is a non-smoking workplace.

REPORTING RELATIONSHIPS: Reports to the Executive Director.

EXTERNAL RELATIONSHIPS: Maintains personal contact with general membership, leaders, hotel sales and convention managers, service suppliers, and continuing education providers to the greatest degree possible. Has frequent contact with commercial agencies, potential sponsors, and speakers. Has regular contact with committee and task force/institute chairs.

BOARD OF DIRECTORS/STAFF RELATIONSHIP POLICY: The Board of Directors of this non-profit is responsible for setting policies for its employees. The Board employs the Executive Director, to whom it delegates the responsibility for the day-to-day administration of the non-profit. The Executive Director employs staff with the policies set and approved by the Board of Directors.

The Education and Events Coordinator reports directly to Executive Director to achieve the work of the SCRPA Executive Office. This non-profit’s employees are accountable to the Executive Director, through whom all communication to the Board is channeled. An employee that does not follow the stated policy of channeling the information through the Executive Director, shall be subject to disciplinary action.

MINIMUM TRAINING AND EXPERIENCE: A minimum of two years college, or 5 years’ experience in a comparable position. A Bachelor’s Degree is desirable. With a degree, one to three years of administrative experience including general administration, customer relations, and volunteer management is required. Current competency in social media, computer applications and software is required. A valid South Carolina Driver’s License is required. A background check driver’s license check will be required. 

SALARY RANGE: The starting salary range for this position will be $42,000-47,500. 

BENEFITS: The Association has a robust benefits program which includes major medical health insurance which includes dental insurance, health savings account, short term disability which includes a life insurance policy, and a 401 k Pension plan program for which employee is eligible after one year of employment. The Association also invests in the professional development of its employees through training and education. Sick and leave time plus 10 paid holidays are also granted.

Open until filled

Please submit resume and cover letter to jim@scrpa.org

How to Apply / Contact

Please send resume and cover letter to SCRPA. PO Box 1046 Lexington, SC 29071Tips: Provide a summary of the role, what success in the position looks like, and how this role fits into the organization overall.

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