Program Coordinator I

: Description:

Unleash Your Inner Coordinator Extraordinaire!

Do you have a passion for precision and a knack for turning chaos into coordinated perfection? Are you the maestro of multitasking, the conductor of collaboration, and the champion of educational excellence? If so, we have a role that's tailor-made for your dynamic skills and vibrant personality!

Introducing the Program Coordinator position - where innovation meets organization, and where your enthusiasm for employee benefits education can shine brighter than ever before. Imagine being the key orchestrator in an educational symphony, where you work hand-in-hand with program directors, knowledgeable speakers, and a talented ensemble of departments to create, curate, and catapult educational materials to the forefront of conferences, courses, contract programs, and webcasts.

Summary:

Under the direction of the Director of IFEBP Services, LLC, the Program Coordinator works collaboratively with program directors, speakers and other International Foundation (IFEBP) departments to successfully coordinate the promotion, creation and delivery of educational materials for conferences, courses, contract programs and webcasts produced by the educational programs department.

Essential Duties and Responsibilities:

This Position Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• Collaborates with program directors and meeting managers to coordinate and create meeting materials for conferences, courses, contract programs and webcasts.
• Works collaboratively to support departments including Marketing, Continuing Education (CE), Graphics, LLC, and Printing to meet the individual requirements of the program while assuring the timelines are maintained for the program.
• Inputs conference/course details (dates, locations, speakers, titles, etc.) into CRM/UX8, and runs various reports to confirm event details and prepare conference-related attendee materials including brochures, program pages, etc.
• Coordinates and schedules internal meetings related to the conferences, courses, contract programs and webcasts; prepares pre-meeting, tie-down and debrief meeting summaries.
• Occasionally works with registrants to help them access program materials, or answer questions to help them determine if a specific program is appropriate for their needs.
• Communicates and manages speaker/instructor schedules, biographies, hotel accommodations, travel insurance, PowerPoint presentations, reimbursements, timelines, etc.
• Prepares and creates materials and meeting agendas for program planning meetings; this may include pulling reports, compiling data points, brochures and research, and polling committee members for availability.
• Inputs and organizes meeting generated data into reports and summaries for governance committees.
• Compiles evaluation and attendance data in internal data program and generates internal database reports.
• Creates and inputs program materials and information into an app for each program.
• Schedules conference calls for program directors with speakers and panels based on program needs.
• Critically proofs and reviews marketing materials, e-mails, brochures, inserts, etc.
• Provides administrative and clerical support to program directors as needed.

Supervisory Responsibilities:

No formal supervisory responsibilities; however, incumbent may be required to train/mentor more junior staff members.

Requirements:

Required Education/ Experience:

• Advanced administrative skills with at least 3-5 years of experience in an administrative assistant capacity (or similar role) is required.
• An Associate's Degree in meeting management, hospitality, business, or related field is preferred.

The International Foundation will always consider candidates with an equivalent combination of education and relevant experience.

Minimum Qualifications/Skills:

To perform this job successfully, the individual must:

• Possess exemplary written and verbal communication skills.
• Be able to collaborate effectively with cross-functional teams using excellent judgement and diplomacy in order to achieve project objectives and deadlines.
• Be an excellent individual contributor, as well as a teammate that fosters a cohesive and productive work environment.
• Be very organized, detail oriented, attentive to timelines in order to effectively prioritize and execute multiple projects simultaneously in a fast-paced, deadline-driven environment.
• Demonstrate a strong proficiency of the Microsoft Office suite.
• Have prior successful experience in accurate database entry (CRM, or similar).
• Be willing and able to work additional (overtime) hours as needed during peak times. Generally, this may be the 2-3 weeks leading up to an assigned conference or event.

Travel Requirements:

This position may intermittently require that the individual travel occasionally for work; but only up to 10% of the time.

Hybrid Work Environment:

This position is expected to work from our corporate headquarters office in Brookfield, WI. This is an environment with typical office conditions, including lighting, noise, seating and equipment.

New hires are expected to be fully onsite during the training period. Then, once fully trained, the Foundation operates on a 60/40 Hybrid schedule; with 60% being onsite at our headquarters in Brookfield (Tuesdays, Wednesdays, and Thursdays); and up-to 40% being optionally remote (Mondays and Fridays) and as business needs allow.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

COMPENSATION, PERKS & BENEFITS:

The pay for this role starts at $19.64/hour with 3% increase after 6 months.

Our incredible benefits package includes a comprehensive medical plan, vision plan, dental plan, long term disability, short term disability, paid vacation, sick and paid holidays. Our retirement plan includes a defined benefit (pension) plan AND a non-elective company 401(k) contribution AND a 401(k) matching contribution. Unique organizational perks include on-site fitness center with yoga and strength training classes, mindfulness sessions, a bocce league, softball team, and even a cribbage club to name a few!

ABOUT US:

The International Foundation of Employee Benefit Plans is North America's largest membership organization for those who work with employee benefit plans. The Foundation's employees make a HUGE impact on the livelihoods of millions of workers across the U.S. and Canada because of the work we do in providing education and research to the benefits community. Employees enjoy an outstanding benefits package, unique employee perks, creative and caring co-workersall within a family-friendly workplace. Speaking of workplaces, the Foundation is tucked into a 15-acre wooded slice of nature in the heart of Brookfield. We're small enough for you to have ongoing, meaningful impact on the organization but big enough to make international news. Visit us at or connect with us on the socials.

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