The Administrative Coordinator is responsible for coordinating and executing all aspects of educational conferences and events hosted by AFDT. This position manages conference logistics, continuing education accreditation requirements, registration systems, speaker coordination, and event-related communications to ensure the successful delivery of high-quality educational programs.
The Administrative Coordinator serves as a key liaison among planning committees, faculty, speakers, vendors, and attendees while supporting educational initiatives that advance the mission of AFDT. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple projects simultaneously in a fast-paced environment.
The ideal candidate is a proactive, highly organized professional who excels at relationship management, project coordination, and problem-solving while maintaining a high level of professionalism and customer service. The position is strictly an in-office position.
Essential Duties and Responsibilities
Administrative and Operational Coordination
- Serve as the primary contact for incoming telephone inquiries and direct communications to the appropriate staff members.
- Maintain conference supplies, equipment, and inventory, including name badges, lanyards, promotional items, laptops, printers, and other event materials.
- Collaborate with external marketing partners to support organizational marketing initiatives and conference promotions.
- Manage and maintain organizational social media platforms to promote educational programs, conferences, and organizational initiatives.
- Administer and maintain conference registration systems, including Swoogo and related event management platforms.
- Process conference-related invoices and payments through PayPal and other approved payment systems.
- Manage conference software subscriptions and organizational accounts, including Canva, Constant Contact, and other communication platforms.
- Use Synthesia to develop AI generated educational video content.
- Maintain and update conference contact databases and distribution lists by discipline and specialty area.
- Schedule conference planning meetings and coordinate Zoom meetings with planning team input.
- Support organizational exhibits and promotional activities at conferences and professional events.
Conference Planning and Event Coordination
- Assist with all phases of conference planning for in-person, virtual, and hybrid educational programs.
- Travel occasionally to support conferences and events – 3-5 times yearly.
- Coordinate event logistics, including food and beverage orders, room guarantees, audiovisual requirements, and event timelines.
- Develop and monitor conference budgets and assist with determining appropriate registration fees in collaboration with leadership.
- Serve as the primary liaison for conference planning teams, faculty, speakers, vendors, and attendees.
- Collaborate with third-party planners regarding venue research, site visits, and contract negotiations.
- Prepare and distribute meeting agendas, minutes, schedules, and planning documents.
- Develop conference brochures, programs, educational materials, and attendee resources.
- Coordinate travel arrangements for planning team members, speakers, staff, and Board members as needed.
- Review speaker and planning team reimbursement requests to ensure accuracy and compliance with organizational policies.
- Audit final hotel invoices and event expenses to verify accuracy and alignment with contractual agreements.
- Respond to speaker and attendee inquiries in a timely and professional manner.
- Maintain conference websites and online event platforms to ensure functionality and an optimal attendee experience.
Continuing Education Coordination
- Coordinate and manage all continuing education accreditation requirements for organizational educational programs.
- Develop and maintain continuing education records in accordance with accrediting agency guidelines.
- Submit continuing education applications and supporting documentation within required timelines.
- Coordinate the issuance and distribution of certificates of attendance.
- Ensure program evaluations are collected, maintained, and analyzed.
- Monitor compliance with accrediting body requirements and maintain accurate records for audit purposes.
- Support continuous quality improvement efforts by analyzing participant feedback and recommending enhancements to educational programs.
Financial Management and Administrative Support
- Assist with processing incoming mail and receivables while maintaining appropriate separation of duties.
- Support invoicing, accounts payable, and accounts receivable activities as needed.
- Assist with invoice retrieval, filing systems, and financial documentation procedures.
- Maintain organized records to support audits, financial reporting, and operational activities.
Key Stakeholders
The Administrative Coordinator will regularly collaborate with the following stakeholders:
- Executive Director
- Director of Operations
- Administrative Director
- Controller
- Accountant
- Conference planning team members
- Speakers and faculty
- Vendors and exhibitors
- Third-party meeting planner
- Marketing partners
- Conference attendees and organizational members
Education/Experience
- Minimum of three (3) years of conference planning, event management, project coordination, or related experience.
- Experience within nonprofit, healthcare, transplantation, or association management environments.
- Experience managing continuing education accreditation requirements.
- Experience coordinating in-person, virtual, and hybrid educational programs.
- Bachelor's degree in Event Management, Hospitality, Communications, Business Administration, Healthcare Administration, or a related field; or equivalent professional experience.
- Certified Meeting Professional (CMP) designation helpful.
- Additional certifications related to event management, project management, or continuing education administration helpful.
Compensation
AFDT/ATSS offers a competitive compensation and comprehensive benefits package. Salary will be commensurate with education, experience, and qualifications.
Application Information
Interested and qualified candidates are invited to submit a cover letter and resume/CV to: [email protected]
Work Location: In person
