POSITION SUMMARY
This position is responsible for providing administrative support to the Substance Use Prevention and Recovery (SUPR) Treatment Training and Technical Assistance program and assists in coordinating training, meetings, and special events for the organization.
ESSENTIAL FUNCTIONS
- Maintain and manage the training registration and database systems, including training set-up, registration, evaluations, and reporting.
- Utilize the internal training database (uConnect) and learning management system to set up and maintain training, webinars, and online courses so participants can register and view event information on the website, including updating system emails and registration correspondence.
- Organizes, completes, and submits CEU (continuing education units) applications for training programs and other special events; maintains CEU application records; collaborates with the program manager to collect educational program details for applications.
- Provides registration support including but not limited to reviewing registrations for prerequisites, approving/canceling registrations, manages program waiting lists, and reconciles attendance reports with the registrations after training or webinars are complete; releases certificates and CEU’s post training.
- Assists users needing technical assistance or troubleshooting support with their training accounts, registration, passwords, and online training.
- Assists with setting up webinars and virtual trainings. Produces and provides technical support during webinars and virtual trainings, assists with troubleshooting, and helps to monitor the online training participant chat during events. Occasionally provides onsite support for in-person trainings and events.
- Assists in the planning and coordination of meetings, and special events, including assisting in the development of goals, objectives, and timelines.
- Assists in coordinating event logistics, including identifying sites and negotiating contracts with hotel facilities for meetings and other events. Oversees communication and onsite logistics with hotel staff as needed.
- Manage the accommodation request process for training participants by reviewing requests, communicating with participants to clarify needs when necessary, coordinating appropriate accommodations, collaborating with internal staff and external vendors, and maintaining appropriate documentation to ensure accessible training experiences.
- Collaborates with various committees, workgroups, or departments in the development of educational programs for training, professional development, and other events. Prepares and distributes meeting minutes and correspondence as needed.
- Provides support to training and special event participants, including registration; prepares and sends correspondence; provides on-site registration support; prepares name badges for participants; attends meetings on and off-site as needed.
- Coordinates and organizes training materials, information packets, handouts, and other resource materials prior to the events. Maintains all training and event files; compiles data from event evaluations and prepares related reports.
- Demonstrates commitment to valuing diversity and contributing to an inclusive working and learning environment.
- Operates basic office equipment and presentation technology; utilizes communications and conferencing platforms (e.g., Zoom, WebEx, Teams, etc.), internet access, internet search capabilities, PowerPoint, and other programs as needed.
POSITION QUALIFICATIONS
Associate degree or technical school training in business administration, technology, human services, or a related field with two to three years of technical knowledge, data entry, project management, database/learning management systems coordination, and general office experience or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities. Must be technologically proficient with thorough knowledge of meeting platforms (e.g., Zoom, WebEx, GoToTraining) and/or learning management systems and databases. Proficiency in Microsoft Office Suite is necessary. Excellent organizational skills and attention to detail are required.
DESIRED SKILLS AND ABILITIES
- Attention to Detail – Ability to achieve thoroughness and accuracy when completing a task.
- Creative - Ability to produce new concepts, ideas, and innovative solutions.
- Goal Oriented - Ability to focus on a goal and obtain a pre-determined result.
- Excellent Communication Skills – Ability to organize and convey ideas clearly in writing and verbally.
- Interpersonal - Ability to get along well with a variety of personalities and individuals.
- Critical Thinking – Ability to analyze and evaluate an issue in order to form a judgment.
ABOUT PREVENTION FIRST
Prevention First is a nonprofit and the leading organization for knowledge-building and the dissemination of evidence-based prevention strategies. Our mission is to equip communities with resources and support to build pathways that prevent substance misuse and promote safety and lasting well-being for all through training, education, and partnerships. Since 1980, Prevention First has provided training, technical assistance, and resource materials to thousands of schools, community groups, parents, and youth. We specialize in building the capacity of practitioners to build and sustain effective community coalitions to prevent substance abuse, develop comprehensive strategic prevention plans, and select and implement appropriate evidence-based prevention strategies. We are funded through the Illinois Department of Human Services and offer our services throughout the state.
We offer an exceptional benefits package to our full-time employees (80% and above):
· Paid Time Off Accrual System (eligible day 1)
· Paid holidays
· Medical, dental & vision
· 401(k) plan (eligible after 90 days, vested after 1 year)
This is a full-time, FLSA-nonexempt position reporting to the Manager of SUPR Training and Technical Assistance. This position can be located in our Chicago or Springfield office. The salary for this position is $46,800.00.
Prevention First is committed to creating a diverse environment and is proud to be an equal opportunity employer. We’re committed to having an inclusive and transparent environment where every voice is heard and acknowledged. We are dedicated to equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the other unique characteristics that make us different.
APPLICATION
- We strongly encourage people from underrepresented groups to apply. Please include your resume and cover letter.
Pay: $46,800.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
