What are the responsibilities and job description for the Planning Specialist position at National Council of Juvenile and Family Court...?
Job Summary
The Planning Specialist, position is responsible for the oversight and coordination of all logistical details relevant to meeting planning and conferences utilizing initiative, discretion, flexibility, and creativity. This position may also provide training and support for other staff.
In the performance of their respective tasks and duties, all employees are expected to practice and apply the following principles:
- Grasp broad overview of the NCJFCJ and develop working knowledge of its programs and services
- Follow organizational and departmental policies, procedures, protocols, and systems
- Perform quality work, with or without direct supervision
- Interact professionally and respectfully with all staff, members of the organization, public and private officials, faculty, partners, suppliers, local communities, and the general public
- Work collaboratively and effectively with all members of the organization, whether as a team player, team leader, or individual contributor
- Work independently while understanding the necessity for communicating and coordinating work efforts with managers, staff, and other organizations
- Meet professional and work obligations through efficient work habits by meeting deadlines, honoring schedules, and coordinating resources in an effective and timely manner
- Be self-motivated and highly responsive to individuals, staff, members, and the organization
- Demonstrate independent decision-making, problem-solving, creative thinking, and analytical skills
- Approach work with a positive attitude, sense of humor, and energy
- Willingness to continuously learn and be flexible
- Use discretion in managing sensitive, proprietary, or confidential information
- Be responsible stewards of the organizations resources
The following generally describes the essential functions, minimum education, experience, knowledge, skills, and abilities required to enter the job and to perform the responsibilities and duties of this position.
Essential
Functions
Required
Essential functions and responsibilities may include, but are not limited to, the following:
- All aspects of meeting planning including meeting intake, research hotel/meeting venues, produce RFPs, receive and evaluate hotel proposals, and produce an analysis of proposals
- Maintain familiarity and compliance with federal guidelines (e.g., OJP/OVW) and NCJFCJ protocols and policies
- Negotiate with hotels/vendors and execute necessary contracts
- Based on grant budget and as needed for catered events, prepare budget, information sheets, registration and housing forms, and develop meeting specifications including set-up, AV requirements, catering requirements, and rooming lists
- Prepare required forms ensuring compliance with federal guidelines; work with Finance to ensure continued compliance
- Track conference approvals and deadlines
- Perform post meeting tasks such as reconciliation of expenditures and compliance reports
- Track staff and faculty travel and expense vouchers
- Act as on-site meeting support when required or produce on-site meeting checklist/packet for program support staff
- Other duties as assigned*
Education
and Work
Experience
- Undergraduate degree from an accredited university in a relevant field
- Minimum of five years of progressively responsible experience in a logistical conference planning or travel environment
- Equivalent combination of training, education, and experience in a relevant field
- Certified Meeting Planner certification preferred
- Passion or preference for working in a non-profit or grant-funded environment
Knowledge,
Skills, and
Abilities
(KSAs)
- Demonstrated leadership skills, with the ability to solve complex problems and exercise diplomacy under pressure or in unfavorable circumstances
- Ability to analyze variables for desired outcome
- Knowledgeable in principles of customer service
- Demonstrated expertise in business English and math
- Knowledge of administrative, clerical, and office procedures and systems
- Strong PC-based computer skills and proficiency utilizing various software such as Microsoft Office 2007 or 2010 (Word, Access, Excel, PowerPoint), Adobe Professional, iMIS Database or other database management programs, and design programs
- Ability to manage files and maintain records in compliance with recordkeeping policies
- Strong comprehension and effective communication skills, both verbally and in writing, with emphasis on contractual details
- Ability to plan and carry work through to completion with accuracy and with strong emphasis on attention to detail
- Able to comfortably manage multiple tasks and projects utilizing time management and organization skills, within budget and time restrictions
- Knowledge of proper telephone and email practices and etiquette
Physical
Demands
- Extended periods of sitting
- Extended use of desktop/laptop computer and peripheral equipment
- Read and analyze fine print for extended periods
- Occasional stooping, standing, carrying
- Occasional lifting up to 50 lbs. (with assistance)
The physical demands of this position are representative of those that must be met in order to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work
Environment
- Fast-paced, high-pressure, professional office environment
- Evening, weekend, holiday, and overtime work may be required
- Frequent travel, locally and nationally, may be required