Project Coordinator (Temporary Part-Time)

Position Overview

The Regional Convenings Project Coordinator is a part-time temporary position responsible for providing project coordination, logistics, administrative, and event execution support for Changent Connects Live, a regional convening series taking place across multiple locations during fall 2026.

Essential Duties & Responsibilities

• Support planning and coordination of Changent Connects Live Regional Convenings and related activities.
• Aid in developing and maintaining project timelines, planning trackers, checklists, and execution schedules.
• Coordinate registration processes, attendee tracking, and attendee communications.
• Support administration of event technology platforms, including Whova.
• Aid in speaker coordination, presentation management, and event logistics.
• Cover event materials, supplies, and planning documentation.
• Provide administrative and logistical support to Regional Convening Event Leads as needed.

Reporting, Recordkeeping & Administrative Support

• Maintain project plans, meeting notes, action-item trackers, planning documents, and shared resources.
• Cover scheduling and logistics for planning meetings and working sessions.
• Collect, organize, and maintain event-related records and documentation.
• Support preparation of reports, planning summaries, and post-event documentation.
• Maintain travel sponsorship tracking records and assist with communication related to reimbursement and payment processes.
• Cover collection and organization of required documentation from participating agencies for travel sponsorship processing.
• Support additional administrative and operational activities related to convening planning and execution.

Vendor & Budget Support

• Support venue sourcing efforts by researching options, gathering proposals, and organizing comparison materials.
• Cover coordination with venues, vendors, and service providers to track deliverables, deadlines, and event requirements.
• Aid in contract administration, invoice tracking, and documentation management.
• Serve as a secondary point of contact for attendees, vendors, speakers, and internal staff regarding event logistics and coordination.
• Draft and distribute event-related communications, reminders, and planning materials.
• Support attendee experience efforts before, during, and after convenings.
• Cover collaboration with internal teams to ensure timely information sharing and coordination.

Knowledge, Skills, and Experience

• Minimum of 2 years of experience in event coordination, project coordination, administrative support, operations support, or a related role.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and competing priorities simultaneously.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• Experience coordinating meetings, logistics, documentation, and administrative processes.
• Experience with event management platforms (such as Whova, Cvent, or similar systems) preferred.
• Proficiency with Microsoft Office Suite, Microsoft Teams, and project management or collaboration tools.
• Ability to work independently while taking direction and operating within established priorities.
• Ability to maintain confidentiality and exercise sound professional judgment.
• Flexibility to occasionally travel and provide onsite support for convenings.
• Up to 20% travel required.

Supervisory Responsibilities

This position does not have supervisory responsibilities.