What are the responsibilities and job description for the Events Coordinator position at University of Delaware?
PAY GRADE: 28N
Context Of The Job
The Delaware Technology Transfer / Local Technical Assistance Program Center (T2/LTAP) is responsible for providing training and assistance to the local road agencies in Delaware. In a typical year, this can include 35 face-to-face training sessions led by the Center’s instructors, assisting the Delaware Department of Transportation (DelDOT) with large workshops, and coordinating DelDOT training led by external vendors and the Federal Highway Administration. The T2 / LTAP Center is also one of five centers who host the annual Roadway Management Conference, a three-day event with over 200 attendees. The Delaware Center for Transportation (DCT) oversees the T2/LTAP Center as well as events hosted by DCT for the benefit of faculty and students.
Under limited supervision, the Events Coordinator will manage the planning for these events including advertising, registration, collection of any fees for the training, finding suitable venues, catering when needed and issuing certificates of attendance after the event, as well as assisting the DCT Grant Analyst with proper accounting for training costs. Additionally, the Events Coordinator will also support assembling and publishing a monthly newsletter, maintain the DCT and T2/LTAP Center websites, and perform other center duties as assigned.
Major Responsibilities
Context Of The Job
The Delaware Technology Transfer / Local Technical Assistance Program Center (T2/LTAP) is responsible for providing training and assistance to the local road agencies in Delaware. In a typical year, this can include 35 face-to-face training sessions led by the Center’s instructors, assisting the Delaware Department of Transportation (DelDOT) with large workshops, and coordinating DelDOT training led by external vendors and the Federal Highway Administration. The T2 / LTAP Center is also one of five centers who host the annual Roadway Management Conference, a three-day event with over 200 attendees. The Delaware Center for Transportation (DCT) oversees the T2/LTAP Center as well as events hosted by DCT for the benefit of faculty and students.
Under limited supervision, the Events Coordinator will manage the planning for these events including advertising, registration, collection of any fees for the training, finding suitable venues, catering when needed and issuing certificates of attendance after the event, as well as assisting the DCT Grant Analyst with proper accounting for training costs. Additionally, the Events Coordinator will also support assembling and publishing a monthly newsletter, maintain the DCT and T2/LTAP Center websites, and perform other center duties as assigned.
Major Responsibilities
- Manage the execution of the T2/LTAP Center annual training plan. Responsibilities include, but are not limited to, maintaining the DCT and T2/LTAP Center mailing lists, serving as the liaison to training venues and catering businesses, scheduling the training, providing advertising and registration websites, collecting any fees for the training, and handling attendance certificates and invoices after the training.
- Serve as a member of the planning committee for the annual Roadway Management Conference. Responsibilities include, but are not limited to, visiting potential host locations, planning the three-day conference sessions, contacting and confirming potential speakers, collecting conference fees, arranging catering, and ensuring hotel room needs are addressed. This is typically a twelve-month project, with planning starting for the next year as soon as the current year event is over.
- Assemble newsletter articles and electronically distribute the newsletter to the Center’s 1,500 subscribers.
- Assist the T2/LTAP Center Director with assembling and submitting the annual center report to the Federal Highway Administration.
- Assist with DCT and T2/LTAP Center with support of student organizations, including field trips, mailings, etc.
- Attend Regional Meetings, the annual Roadway management Conference and the annual National LTAP Conference, as needed.
- Attend training events to assist with setup, registration and coordination, as needed.
- Develop and maintain outreach databases
- Monitor, field, and route DCT and T2/LTAP Center email and other forms of inquiry from local agency personnel
- Maintain Center websites.
- Perform other job-related duties as assigned.
- High School diploma or GED and 4 years of experience in Marketing, Communication, or other demonstrated skills related to this job.
- Proficiency with Microsoft Office products, including Word, Excel, and Powerpoint.
- Ability to plan training events with minimal supervision.
- Knowledge of Qualtrics and WordPress.
- Familiarity with Mailchimp or similar software used for development and distribution of the newsletter.
- Familiarity with UD finance and accounting systems preferred.
- Ability to query, gather data, compile information, prepare reports related to workshops and presentations.
- Effective interpersonal skills and the ability to communicate with a wide range of individuals and constituencies.
- Ability to work independently, anticipate issues and proactively seek resolutions.
- Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
- Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.
