Symposium Coordinator (Temporary Contractor, Part Time)

Symposium Coordinator (Temporary Contractor, Part Time)

TSA organizes biennial symposia in locations across North America. The next symposium will host between 300-450 people from around the world who will convene in Los Angeles from September 10-14, 2014. The symposium will take place on the UCLA campus and at the Los Angeles County Museum of Art. Pre- and post- symposium workshops and tours will take place at locations throughout the greater LA area.

TSA seeks to fill the position of Symposium Coordinator to support the Executive Director in coordinating and executing logistics for the implementation of the planned 2014 Biennial Symposium in Los Angeles. This is the primary administrative position supporting the ED with logistics before and during the symposium, with some post-symposium responsibilities.

Location: Los Angeles, CA. Applicants must be a current resident. Familiarity with the UCLA campus preferred.

Availability: Late Feb/early March through September 30. Workload will increase from approximately 40 to 80 hours/month as the symposium date nears. The coordinator must be available consistently through September and available full time, onsite between September 8-14.

Compensation: This is a part-time, temporary contract position. The coordinator will receive a monthly stipend that will vary according to workload, to a maximum of $7000 for the contract period. Meals at the conference site during the conference period are included

Required Experience:

  • College degree or equivalent combination of education and experience
  • 3+ years of successful conference, meeting, or event coordinating experience
  • Knowledge/experience in all aspects of conference coordination
  • Customer service experience
  • Experience working with caterers and other vendors

Skills and additional requirements:

  • Highly organized and detail oriented; strong written and verbal communications; ability to multi-task and respond quickly; ability to work well within a team environment and manage volunteers; reliable; personable; adaptable to schedule changes and last minute requests; ability to deal with stressful situations in a calm manner; ability to perform required duties with minimal supervision; interpersonal skills; customer service focused; ability to meet deadlines and stick to a budget
  • Demonstrated proficiency with MS Word, Excel, PowerPoint, database management, internet, e-mail, payment processing systems
  • Access to a computer with reliable internet
  • Access to car/valid drivers license preferred [must have own insurance]
  • Must be available 10-25 hours/week for the full duration of the contract and full time Sept 5-14.

Management/Accountability: The Symposium Coordinator will report directly to the Executive Director in weekly meetings. The coordinator may liaise with other symposium committee members as needed. The Executive Director oversees the budget and all contractual agreements. This position is remote. Applicants will need to provide their own access to a computer, reliable Internet, and phone.

Duties & Responsibilities:

Pre-Symposium (February-early September)

  • Coordinate and execute logistics for all symposium programming including plenaries, concurrent sessions, receptions, meals, marketplace vendors, pre- and post-symposium workshops and tours in collaboration with executive director. Logistics include working with catering, linen and table rental services, meeting locations, busing/transportation, AV including recording of sessions
  • Liaise with TSA staff and volunteers to provide logistics support and general project management
  • Assist in the recruitment of volunteers
  • Coordinate onsite signage and provide input into the creation of marketing and other print materials and evaluations
  • Support ED and program chair in the production of program, conference packets, and local resource guide for participants (maps, area hotels, places to eat)
  • Work with staff to ensure website information is current and accurate
  • Compile materials for orientation/training of onsite volunteers
  • Communicate with key symposium contacts
  • Works with ED to ensure that the necessary supplies are available on site (lanyards, name tags, pens, furnishings, AV, etc.) and that invoices are received and accurate
  • Assist in conference communication, including e-mail and telephone customer service
  • May assist with registration or other duties as assigned

Onsite (Sept 9-14)

  • Work with ED to coordinate the TSA onsite office and onsite registration, check in, and sale of meal tickets
  • Manage symposium volunteers
  • Primary point of Contact with UCLA facilities, bus and catering companies, and marketplace vendors as well as program chairs and attendees
  • Coordinate conference facilities, AV and food service/delivery staff to ensure proper set-ups
  • Report any issues and follows up through completion of issue
  • Ensure adequate supply of conference materials and that all rooms are set up as requested
  • Assist with general program needs
  • Keep staff, volunteers, and attendees up-to-date on changes
  • Coordinate logistics including transportation and catering for workshop and offsite-programs

Post-Symposium

  • Work with ED in 2 weeks following the symposium to ensure all bills are paid, thank you letters are mailed, and other loose ends are tied up

 

To apply, email your resume and cover letter detailing relevant experience to tsa@textilesociety.org by February 22.