Members:  SJN is recruiting for a volunteer position:  Site Event Coordinator for SJN Southeast programs. Job description is below.

SJN meets in the Southeast at various Mesa and Chandler/Gilbert Community College campus locations.

This is a fun and personally rewarding job-I know, I’ve been filling the role for seven years in the SJN North location! And Dawn Nowatzki has been filling the role in the Southeast since the launch of that SJN location in April.

Serving as the Site Event Coordinator is a good opportunity to use leadership, communication and project management skills. The position will work directly with SJN’s leaders, community sponsors and volunteers who support our program in a critical volunteer role that could be added to a resume and LinkedIn profile.

There may be circumstances under which we may consider this Site Event Coordinator position in the Southeast as an opportunity for SJN volunteer job-sharing.  To be considered, please send resume and message of interest to Dawn Nowatzki at dnowatzki@cox.net

Thank you

Chris Vicari-SJN
Pres/Executive Director

Position Overview

This volunteer role at SJN is responsible for successfully planning, organizing, coordinating, controlling, promoting and executing all activities before, during and after an SJN event at assigned location. The Site Event Coordinator follows process guidelines and an event template, adding and removing tasks that are unique, or unnecessary, for the given event.

Essential Job Functions

  • Strategic Event Planning:

~   Coordinate with associated SJN Board Member Program Director for assigned location on event content, schedule, presenters, communication and any other details.

~   Act as liaison between event partners and SJN including event scheduling, strategy, meeting space planning, communication strategy, etc.

  • Relationship Management:

~   Establish and maintain a relationship with vendors and partners sponsoring SJN events (e.g. MCC, Temple Chai) at assigned event location.

~   Conduct regularly scheduled meetings with partners/vendors and SJN board members, as assigned.

  • Volunteer Management:

~   Maintain volunteer list for assigned SJN location.

~   Recruit and manage volunteers to perform all event-related tasks at assigned location.

~   Assign volunteers to pre/post and on site meeting roles to ensure that all SJN event management objectives are met.

~   Track and submit all volunteer hours related to a particular event and also general responsibilities related to the particular SJN location.

~   Train and cross train volunteers on various event template tasks (e.g. EventBrite and SurveyShare processes).

  • Communication Management:

~   Responsible for regular ongoing communications with MCC/Temple Chai point person concerning event schedule, room reservation, specific event logistics (e.g. seating arrangement, A/V equipment needs, tables, etc.), expected headcount, marketing on campus and in the community, post event results (e.g. survey results), etc.

~   Coordinate marketing and communication efforts with MarCom and Public Relations Innovation Council groups, providing them with event description and details, reviewing and approving news releases prior to publication.

~   Coordinate monthly event schedule with SJN web master and SJN Yahoo! Group web master.

~   Ensure event details are posted on various other websites (e.g. LinkedIn groups, other entity’s calendars and bulletin boards), and distributed to interested partners (e.g. email blast to SJN distribution list, MCC / Temple Chai (partner) point person, Workforce Connection point person).

~   Ensure the registration (EventBrite) and satisfaction survey (SurveyShare) processes are managed before during and after each event.

~   Communicate with board members and fellow SJN Event Coordinators regarding schedules, best practices, issues, etc.

~   Ensure all post event processes are complete (e.g. thank you notes to volunteers, speakers, and follow-up communications to SJN members/attendees).

  • On-Site Event Management:

~   Perform on-site event management lead role.   Ensure all issues that occur before, during and after an event are addressed and rectified.

~   Facilitate/host events as needed.

~   Act as liaison between SJN board members, partner liaisons and representatives and event speakers, including speaker hosting, introductions, etc.

~   Act as liaison between sponsors/vendors/meeting hosts and SJN board members and meeting attendees.

~   Ensure all printed materials (e.g. training module materials, New Member Registration forms, and other information table handouts) are prepared prior to event.

~   Ensure required office supplies are present for SJN events (e.g. colored name tags, pens, markers, etc.).

~   Ensure all equipment is in place and presentation loaded prior to event.

~   Ensure all volunteers are in place and understand their assigned role(s).

~   Create an event pre-registration attendee roster for the event, and coordinate the check-in process of all attendees at the event.

~   Update the event pre-registration attendee roster for all attendees, to include pre-registration no-shows and attendees who did not pre-register.

~   Provide a final reconciled event attendee listing to the Accounting & Control Innovation Council upon the completion of each event.

  • Administration:

~   Ensure SJN New Member Registration forms are processed; SJN membership listing and Yahoo Group updated with new members).

~   Control, process, track, deposit donations and submit completed donation-related forms per the documented process.

~   Maintain, perform recordkeeping, and replenish SJN location petty cash account per the documented process.

Other Job Functions:

  • Perform ad hoc requests as needed.

Requirements, Other Skills and Abilities:

  • Ability to plan, supervise and coordinate events, anticipate needs, identify potential problems and make necessary plans for corrective action
  • Must be highly organized and able to establish and meet critical deadlines.
  • Must be process oriented, detail oriented and task-sensitive in order to forecast needs for each event.
  • Must possess follow-up skills
  • Above average communication skills, to communicate effectively through various means (face-to-face, phone, email, etc.)
  • Ability to establish and maintain effective working relationships with event attendees, SJN members and the general public
  • Ability to build rapport with SJN members and partners.
  • Ability to train, coach and lead volunteers
  • Experience managing a matrix or remote organizations.
  • Experience managing projects and events.
  • Ability to be flexible and quickly adapt to change.
  • Comfortable using MS Word, Excel and various other web based tools.
  • Working email address and willing to share it with the SJN membership.

NOTE:  This job description is not intended to be all-inclusive. Site Event Coordinator may perform other related duties as assigned to meet the ongoing needs of the SJN organization and meeting location.