[Hiring] Program Coordinator @NITA

Role Description

Under limited supervision, this role is responsible for coordinating high-volume, complex multi-day Continuing Legal Education (CLE) programs. The Program Coordinator II serves as the liaison/point of contact between NITA and Program Directors and participants, handling longer, more advanced programs with limited involvement needed from the Director of Public Programs. This position is integral to delivering exceptional legal education training experiences and maintaining NITA's reputation for quality programming.

Salary Range: $24-$35 per hour

Essential Responsibilities

• Pre-Program Administration:
  • Coordinate faculty invitations, track responses, and maintain updated faculty contact lists
  • Develop program schedules, prepare materials, and gather logistics information
  • Contact hotels to arrange lodging for faculty; make faculty reservations as needed
  • Coordinate food and beverage needs with local caterers and restaurants
  • Make faculty dinner reservations and coordinate contract/payment
  • Recruit witnesses/jurors for program activities
  • Distribute program logistics, secure links/calendar invites, schedules, and course materials to faculty and participants
  • Coordinate with customer service team on enrollment processes
  • Work with Publications Department on the ordering/shipping of course materials
  • Send independent contractor contracts as needed
  • Collect CLE bar information from faculty and participants of each program and apply to all needed states for CLE accreditation for each program
• Program Administration:
  • Extract reports from database and create administrative aids (participant lists, faculty lists, group rotation forms, sign-in sheets, etc.)
  • Monitor enrollment numbers and update Program Director of changes
  • Provide customer support to participants and answer detailed questions regarding programs
  • Administer and coordinate the shipping of registration materials to program sites (CLE documentation, nametags, participant certificates etc.)
  • Provide on-site and online logistical and administrative support for assigned programs
• Post-Program Administration:
  • Review faculty reimbursement requests and submit payments to faculty, support staff, and outside vendors
  • Compile final evaluation results, and distribute evaluation summaries
  • Input volunteer hours, evaluation ratings, and payments into database
  • Arrange a post-program call with Program Director and Director of Public Programs
  • Verify final attendance and report all CLE credits for faculty and participants
  • Create and email all CLE certificates for faculty and participants
• General Responsibilities:
  • Coordinate annual scheduling of programs and work directly with Program Directors regarding deadlines, faculty, logistics, budgetary matters, etc.
  • Assist Director of Public Programs with assigned projects
  • Support new hire training initiatives
  • Perform other duties as requested

Qualifications

• Bachelor's Degree or equivalent relevant work experience
• 3-5 years in meeting planning or event services
• Knowledge, Skills & Abilities:
  • Self-Management & Work Style: Self-motivated with ability to self-manage; positive attitude with high degree of integrity, dependability, and team orientation; driven by sense of urgency to meet customer requirements in a fast-paced environment
  • Relationship Management: Ability to build relationships with faculty, participants, and outside vendors; superior customer service orientation; ability to positively manage conflict
  • Organizational Skills: Detail-oriented with excellent planning and organizational abilities; capable of managing multiple high-level programs simultaneously; adapts to changing environments while building relationships with multiple teams
  • Problem-Solving: Quick thinker with strong problem-solving abilities; demonstrates patience and fortitude when working with difficult clientele
  • Communication: Excellent verbal and written communication skills across phone, email, and interpersonal interactions
  • Computer Skills: Proficient with Microsoft Office suite; Type 40+ words per minute; Ability to generate spreadsheets; Email and internet proficiency; Ability to learn and use data management software

Physical Requirements

• Uses hands, fingers, and wrists to write and work with computers and office machines
• Sits and works at a computer for extended periods of time
• Must occasionally lift and/or move up to 40 pounds

Benefits

• Time Off: 15 days PTO in first year, plus 13 paid holidays and 2 floating holidays, 1 volunteer day annually
• Wellness: Comprehensive insurance (medical, dental, vision, life, long-term disability)
• Financial: 401(k) with up to 5% company match
• Support: Employee assistance program