What are the responsibilities and job description for the Conference and Training Coordinator position at Institutional Advancement?
About Us:
The Orthodox Union (OU) is the largest Orthodox Jewish organization in the United States. Founded in 1898, the OU supports a network of synagogues, youth programs, Jewish and Religious Zionist advocacy programs, programs for the disabled, localized religious study programs, and international units. The OU maintains a kosher certification service, whose circled U symbol is found on the labels of many kosher commercial and consumer food products.
Institutional Advancement (IA) is responsible for coordinating and overseeing the fundraising that supports all the OU’s programmatic activities and divisions, including NCSY, OU-JLIC, Yachad, Teach Coalition, Women’s Initiative, OU Torah, OU Israel, and Communal Engagement, among others. To accomplish its work, IA focuses on these four key centralized services: Fundraising; Leadership; Engagement; and Operations.
Position Summary:
The Department of Institutional Advancement is seeking a highly organized and detail-oriented Conference and Training Coordinator to provide technical and administrative support for the Director of Events. This role is instrumental in the planning and executing national and local conferences held annually. The ideal candidate will also take ownership of coordinating the OU’s Fundraising Forum meetings, contributing to a seamless and professional experience for all participants.
Duties, Responsibilities, and Accountabilities:
Conference Coordination
- Research and establish relationships with vendors and exhibitors, cultivating partnerships throughout the year.
- Act as the primary point of contact with conference vendors, including hotels, production companies, printers, venues, caterers, and entertainment providers.
- Answer general inquiries for national conferences and monitor the dedicated conference email account.
- Create materials and coordinate with the OU design team and production company to produce graphics, name badges, registration materials, signage, speaker correspondence, rooming lists, and travel confirmations.
- Oversee the arrangements for conference shipments and other related vendors.
- Monitor and update national conference website content in coordination with the Marketing and Communications team.
- Collaborate with the marketing team on email campaigns, social media posts, print materials, and internal promotions for conferences.
- Assist with managing and updating online registration portals for each conference.
- Develop room diagrams for breakout sessions and other event logistics as assigned.
- Book staff travel related to conferences and events.
On-Site Event Management
- Be on-site for conferences and events to ensure smooth operations (evening and weekend hours may be required).
- Manage on-site volunteers and support the registration desk to deliver exceptional customer service.
- Coordinate audio and visual, printing, and other production needs for conferences.
- Handle RSVPs, special requests, VIP needs, and other attendee requirements.
Administrative Support
- Prepare and communicate conference planning meeting agendas and reports as requested.
- Maintain up-to-date files and inventory, including conference history, vendor contacts, speaker information, future site data, registration supplies, and signage.
- Support leadership with post-event donor follow-ups and other wrap-up activities.
OU Fundraising Forum Meeting Coordination
- Plan and execute the OU’s Fundraising Forum meetings, including scheduling, agenda preparation, participant communication, and follow-ups.
- Collaborate with relevant departments to ensure these meetings align with broader organizational goals.
- Manage logistics, including room setup, AV needs, and distribution of materials for the Fundraising Forum meetings.
Qualifications:
- 2-4 years of related experience in administrative support, event/conference management, or an equivalent combination of education and experience.
- Strong organizational skills with the ability to manage multiple projects simultaneously.
- Excellent written and verbal communication skills.
- Proficiency in event management software and tools, as well as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to collaborate effectively with other departments and external organizations.
- Willingness to travel and work evening or weekend hours as required.
Personal Attributes:
- Detail-Oriented: Demonstrates exceptional attention to detail, ensuring accuracy and precision in all aspects of planning and execution.
- Proactive Problem Solver: Anticipates potential challenges and proactively identifies solutions to ensure seamless event operations.
- Team Player: Works collaboratively with colleagues across departments and builds positive relationships with internal and external partners.
- Flexible and Adaptable: Handles changing priorities and last-minute adjustments with professionalism and grace.
- Calm Under Pressure: Performs effectively in high-pressure environments, especially during live events or tight deadlines.
Salary and Benefits:
The salary range for this position is $60,000-$75,000, commensurate with experience.
We offer employee-sponsored healthcare, dental, and vision plans.
Other benefits include:
- Paid sick days
- Paid vacation days
- Paid Jewish and most Federal holidays
- Short Fridays to accommodate for Sabbath
- Free life and disability insurance
- 403(b) retirement plan which the OU will contribute 5% of your wage towards retirement savings after you contribute at least 2% (only eligible after 3 years of continuous service)
This position can require work out of the office, travel for a program, or some evening hours.
Salary : $60,000 - $75,000