Association of University Presses (AUPresses)


Virtual Events Coordinator

1412 Broadway, New York, NY, United States, 10018

Position: Full-Time

Association of University Presses

Virtual Events Coordinator Job Description

December 2021

The Virtual Events Coordinator works under the supervision of the Business Manager to support the Association’s range of virtual meetings. It is a full-time position and the hours are usually 9 AM to 5 PM, M-F with occasional evening hours. The Association functions largely but not entirely virtually, with employees in remote locations. The Virtual Events Coordinator typically can work primarily from their home office, but must be available for bi-monthly staff collaboration days at our Manhattan office. (Staff meetings will remain virtual during the pandemic.) Travel to the Association’s biennial in-person meeting, held every other year in June and frequently overlapping a weekend, is required. Job responsibilities are outlined below:

  • Webinars (and other formal virtual meetings)
    1. Work with internal and external stakeholders to develop webinar content.
    2. Coordinate scheduling, promotion, registration, and first-level technical support of webinars.
    3. Host webinars; arrange captioning and recording; post and promote recorded sessions.
    4. Coordinate billing for sponsored webinars and/or webinars that require a registration fee (as determined by the executive director or their designee). 
  • Hangouts
    1. Work with internal stakeholders to develop Hangout agendas.
    2. Coordinate scheduling, promotion, registration, and first-level technical support of hangouts.
    3. Host Hangouts.
  • Biennial Virtual Annual Meeting
    1. Coordinate all aspects of virtual annual meeting.
    2. Work with executive director (and/or their designee(s)) to identify meeting platform and event production company.
    3. Liaise with Annual Meeting Program Committee to develop and implement meeting program.
    4. Liaise with potential and registered exhibitors and sponsors.
    5. Assist with online registration setup for attendees and exhibitors.
    6. Process meeting registrations and payments.
    7. Answer general meeting inquiries and forward any unanswerable questions to the appropriate person in a timely manner.
    8. Coordinate scheduling, promotion, registration, and first-level technical support for meeting sessions.
    9. Work with executive director (and/or their designee) to set meeting budget; track actual income and expenses to ensure adherence to budget.
  • Biennial In-person Annual Meeting
    1. Serve as primary staff liaison with external convention management firm.
    2. Answer general meeting inquiries and forward any unanswerable questions to the appropriate person in a timely manner.
    3. Track exhibitor table reservations, monitor payment and registrations.
    4. Attend meeting and assist with registration, exhibitor set up, deliveries, and other tasks as they arise.
    5. Coordinate any virtual components of in-person event.
  • General Support
    1. Serve as staff liaison to various AUPresses committees, including the Professional Development Committee and Annual Meeting Program Committee.
    2. Administer meeting mentorship program with Professional Development Committee.
    3. Working with the business manager and the relevant committee, coordinate various association grant and residency programs.
    4. Assist with special projects on an as-needed basis.

The position may also entail duties in addition to these responsibilities. The Virtual Events Coordinator must be flexible, conscientious, and be able to exercise judgment and take initiative.

 

Qualifications

  • Two years’ experience in event planning roles.
  • One year experience with virtual events.
  • Familiarity with standard conference management software and virtual event hosting platforms.
  • Demonstrated ability to be detail-oriented, and prioritize multiple tasks.
  • Orientation to be a self-starter and proven ability to work independently.
  • Strong member service orientation.
  • Compelling organizational, verbal, and written communication skills.
  • Proven computer skills, along with a willingness and ability to learn and troubleshoot (standard office software and cloud-based services, salesforce.com, FormStack, and WordPress).
  • Must be willing to work with and assist others in a small cooperative staff environment.
  • Occasional travel and evening work required (with advance notice).
  • Bachelor’s degree (or equivalent) required.

 

The Association of University Presses is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, gender identity, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. 

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Association of University Presses makes hiring decisions based solely on qualifications, merit, and business needs at the time. For more information, read through our Statement on Equity and AntiRacism: https://aupresses.org/about-aupresses/equity-and-antiracism.

We offer a competitive salary that is commensurate with qualifications and experience.

Email your resume to kmiller@aupresses.org.

About Association of University Presses (AUPresses):

THE ASSOCIATION’S MISSION
AUPresses advances the essential role of a global community of publishers whose mission is to ensure academic excellence and cultivate knowledge.

The Association envisions a world that values the many ways that scholarship enriches societies, institutions, and individuals.

Together, we are a community of publishing professionals and institutions committed to the highest caliber of research-based scholarship. Together, we advocate for the fundamental role of scholarly publishing in achieving academic excellence and in cultivating and disseminating knowledge.

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