Programs and Events Associate

POSITION: Programs and Events Associate                  
DEPARTMENT: Programs                 
POSITION REPORTS TO:  Director, Membership & Customer Relations
LOCATION: Hybrid
FLSA STATUS : Non-exempt                       

The New York City Bar Association (City Bar), founded in 1870, is a voluntary association of lawyers and law students.  The City Bar’s mission is to equip and mobilize a diverse legal profession to practice with excellence, promote reform of the law, and uphold the rule of law and access to justice in support of a fair society and the public interest in our community, our nation, and throughout the world. 

DEPARTMENT FUNCTION
The Programs Department offers various types of programs for attorneys to update and continue their education in the law as well as earn required CLE credit. In addition to the approximately 130 discrete live programs, we offer live webcasts and on demand programs.

The Programs Department is committed to providing quality, timely and relevant programs to both newly admitted and experienced attorneys to serve the Bar’s members and the Bar-at-large. The excellent quality of the programs is on the level of long-standing organizations whose sole business purpose is CLE. In addition to New York, we are accredited in the States of California, New Jersey and Pennsylvania.

JOB FUNCTION
Assist the Programs Department and Staff Attorneys with coordinating programs, Continuing Legal Education (CLE) programs, networking and social events. Assist the Director of Customer Relations with all aspects of hosting and directing internal programs and events logistics including registration desk and check in / check out procedures. Ensure the delivery of excellent customer service at all programs and events while providing direction to team members and providing advice on best practices.

Areas of responsibility include, but are not limited to:

• Logistics & Execution : Coordinate and oversee live and virtual CLE programs and networking events, manage room setups, audiovisual needs, materials, and registrations.
• Accreditation & Compliance : Prepare and submit monthly and annual accreditation and submission reports, and maintain accurate records
• Recordkeeping : Issue CLE certificates and maintain accurate records of attendee credits and program records
• Coordinate program preparation sessions and provide administrative and programmatic support for online programs including webcasts and webinar.
• Communicate and serve as liaison with program faculty and on-line providers; send marketing materials to faculty/on-line providers and assist with program preparation
• Confirming faculty information is accurate and updated
• Set deadlines for course materials and follow up as needed
• Obtain copyright permission for articles submitted as necessary
• Assist in proofing, organizing and sending materials for reproduction
• Handle faculty RSVPs for faculty meetings and lunches
• Act as a liaison to Meeting Services, to ensure food, beverage and A/V needs are properly provided at programs
• Assist with all aspects of customer service at programs, including monitoring webcast links for participant questions and technical issues, distributing CLE certificates, ensuring that attendees and faculty members sign in/out
• Take on additional responsibilities/special projects as needed

QUALIFICATIONS, SKILLS AND REQUIREMENTS
•    Associate level degree or higher, or equivalent experience
•    Minimum 2 years of work experience
•    Strong data entry and general computer skills including Microsoft Office Suite
•    Excellent proofreading and communication skills (both verbal and written)
•    Must have a proactive approach, be detail-oriented with excellent organizational skills
•    Strong time management skills and successfully prioritize workload
•    Ability and desire to provide excellent customer service
•    Can successfully work collaboratively as part of a team as well as independently
•    Must be flexible to work evening hours and early mornings, as needed for programs held before and after general work hours

Candidates must be authorized to work in the United States. We are not able to sponsor visas for this position.

This position will have a hybrid work schedule and the employee’s flexibility is required for the days scheduled to be in the office (generally 3 days each week). In-person attendance is required for certain events and meetings, with advance notice. General work hours are Monday-Friday 9AM-5PM, with flexibility to work evenings and early mornings as needed for programs. The hybrid schedule is subject to review and revision based on the departmental needs.

The annualized salary for this role is in the $52,000 to $54,000 range based on a 35-hour work week, plus additional pay for hours worked over 35 each week. We provide a competitive benefits package including generous paid time off (vacation, personal, sick time, holidays including closing between Christmas and New Year’s day this year, day off for volunteer work, extra time off in summer), choice of medical plans (some offered at almost no charge to the employee), dental, vision, 401K, life insurance, commuter benefits program, Employee Assistance Program, short-term/long-term disability insurance, employee discounts, and more!

To apply: It is suggested that qualified applicants should include a cover letter, to explain why you are interested in the position when applying.  Applications will be considered when received until a qualified candidate is hired.
Note: A minimum of three professional references will be required later on in the process for candidates being given serious consideration.

We actively seek a diverse applicant pool and encourage candidates of all backgrounds and unique experiences to apply. We welcome diversity of all kinds. It is the policy of the City Bar to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, age, national origin, alienage or citizenship status, gender (including gender identity), sexual orientation, disability, arrest or conviction record, pregnancy, credit history, salary history, caregiver status, marital status, partnership status, or status as a victim of domestic violence, stalking and sex offenses, religion, sex, genetic information, military status, unemployment status or any other characteristic as protected by law. With regard to the Americans with Disabilities Act and other related laws, the organization will endeavor to make reasonable accommodations for persons due to their religious beliefs, disability, pregnancy, childbirth or related medical condition or because the individual was a victim of domestic violence, sexual violence or stalking.

#LI-Hybrid