Training Event Planner (R26-34)

About the role

The Professional Development Program (PDP) of the University at Albany’s Rockefeller College seeks a service-minded individual to fill a Training Event Planner position within PDP’s Department of Temporary Assistance Training in Albany, NY. Under the direction of the Department Manager or designee, the role plans and executes local, regional, and statewide in-person and online/virtual education and training events in support of NYS policy initiatives, including conferences, meetings, and training programs.

Responsibilities

• Plan and execute a variety of in-person and online/virtual adult education and training events and programs (e.g., trainings, conferences, meetings, forums, retreats, webinars, self-paced online materials), including all phases of event planning, logistics, and project support.
• Serve as an event planning specialist, including assessing event needs, interpreting/using event evaluation data, using best practices and industry standards, developing event work plans, providing on-site support for in-person events, moderating/delivering live and recorded online/virtual events, and assisting the on-boarding of project staff.
• Identify suitable event venues, accommodations/room blocks, equipment, caterers, vendors, consultants/subcontractors, and travel plans, and make arrangements within event and project parameters.
• Negotiate and process contracts with event venues and other project-related vendors.
• Process payment requests and monitor budgets and fiscal reports.
• Develop, review, proofread, and prepare correspondence, procedures, reports, proposals, budgets, project management plans, work agreements with vendors and consultants/subcontractors, event/training materials, and other project-related documents.
• Maintain records, including event/logistical files, correspondence, databases, registration, and learning management system.
• Serve as liaison to project sponsors, trainees, and other stakeholders.
• Conduct trainee registrations and complete other project support tasks as needed.

Minimum Qualifications

• Bachelor’s degree from a college or university accredited by a USDOE, or an internationally recognized accrediting organization.
• Minimum of 2 years of experience planning, coordinating, and executing conferences, meetings, and training events or educational programs.
• Excellent writing, speaking, and interpersonal communication skills.
• Strong knowledge of event planning/coordination industry standards.
• Experience applying best practices in the event planning/coordination field to make logistical arrangements and implement programs.
• Experience assessing, interpreting, researching, and meeting event and training program needs of a complex nature.
• Experience preparing emails/correspondence, procedures, reports, event work plans, budgets, and proposals in conformance with project objectives.
• Strong problem-solving skills and organizational skills with strict attention to detail.
• Strong team and customer orientation with demonstrated commitment to excellence in customer service.
• Demonstrated ability to work under pressure and effectively prioritize, manage, and complete multiple tasks within established deadlines and to work on multiple projects with competing priorities/deadlines.
• Experience using Adobe Acrobat Professional and Microsoft products, particularly Outlook, Teams, Edge, SharePoint, Word, Excel, Access, and PowerPoint, and strong computer skills.
• Ability to develop inclusive and equitable relationships within a diverse campus community.
• Ability to support diversity, equity, access, inclusion, and belonging relative to the role.
• Ability to lift and carry up to 40 lbs.
• Ability to work variable days and hours and travel regularly throughout NYS to deliver and attend programs and meetings, including travel to areas not served by public transportation.

Preferred Qualifications

• Certified Meeting Professional (CMP) credential or equivalent.
• Bachelor’s or Master’s degree in Event Planning/Management, Hospitality Management, Marketing, Communications, or Public, Business, or Educational Administration, or related field.
• Experience using webinar products (e.g., Webex, Zoom, Teams) to deliver training or events.
• Experience working with databases.
• Experience working in an adult education and training or related environment.
• Working knowledge of the NYS social service delivery system and public welfare programs, such as Temporary Assistance, SNAP, Employment & Advancement Services, and HEAP.

Pay

Salary range: $60,000–$64,000 annually.

Schedule

Ability to work variable days and hours and travel regularly throughout New York State.