Association for Professionals in Infection Control and Epidemiology HIRING FOR Education & Events Specialist I AT Remote Full Time

Overview:
The Education & Events Specialist I provides support for APIC’s training programs and events. In addition to working on grants and organizational training programs, the specialist is responsible for coordinating meetings with faculty prior to the start of all courses, financial management of expenses and honoraria payments, contracts, and customer support via email and phone.

This position supports APIC’s in-person and virtual events, organizational training programs as needed as well as the in-person and virtual intensives. This position has high visibility with members and significant interaction with participants, faculty, and speakers.

This position exemplifies the APIC staff core values of Ownership, Unity, and Commitment.

This is a local or remote position. Local candidates are defined as a person having a legal residence in DC, MD, or VA and lives within 75 miles of our HQ in Arlington, VA. Local candidates will have telework options available up to five days per week. Remote candidates are defined as candidates are those that live outside the definition of a local candidate. Remote candidates work from home five days per week. All employees of APIC are expected to attend meetings in person as needed, be it at our HQ in Arlington or for travel.

Major duties and Responsibilities:
Programming Support (40%)

Coordinates slides/presentations, handout materials, speaker biographies, and program resource materials for all intensives and live events.

Compiles and sends speaker evaluations for all appropriate events.

Provides onsite support for assigned courses and events including but not limited to registration, distributing badges, and certificates.

Works in collaboration with other team members and hotel on program logistics.

Customer Service (30%)

Provides customer service both internally, externally to include technical support in the LMS. Responds to emails, voicemails, and department telephone inquiries in a timely manner.

Assists with registering attendees for all events, including but not limited to e-learning courses, intensive trainings, webinars, and custom education.

Provides technical assistance and customer support with Cadmium – inputting and updating information for speakers, tasks, etc., running reports, sending communications to speakers, assist speaker issues, etc. (if applicable to the event).

Accounting and Financial Support (20%)

Processes payments through Anybill, including but not limited vendor invoices, speaker reimbursements, and speaker honoraria. Process refunds for attendee cancellations.

Develops and maintain reports to track refunds.

Works directly with accounting to ensure checks are processed in a timely manner.

General Department Support (10%)

Updates the website with course additions and changes as needed.

Provides additional support as needed across the Events and Education department.

Assists with other duties and projects as assigned.

Establishes and maintains post-related materials.

Knowledge and Skills required for the position

Education/Experience:
Associates Degree or equivalent years of experience required. Bachelors preferred.

1-2 years of administrative experience, preferably in an association or non- profit setting.

Excellent customer service, interpersonal, verbal, and oral communication skills; must be a team player and have the ability to manage a variety of work styles and personalities.

Program and project management experience/skills, including excellent attention to detail.

Previous experience with planning and executing meetings and events is a plus.

Knowledge, Skills, and Abilities:
Basic knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel, Teams) to produce documents, spreadsheets, presentations, and reports. Knowledge of Cadmium is a plus but not required.

Self-management: Take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner .

Exceptional organizational skills, with the ability to perform and prioritize multiple demands and projects and meet deadlines with excellent attention to detail.

Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.

Demonstrated proactive approaches to problem-solving with strong decision-making capability.

Self-management: Ability to set well-defined and realistic goals; take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.

Results oriented: Ability to prioritize and work at a fast pace and meet critical deadlines.

Customer service: Work and communicate with clients and customers to satisfy their expectations. Committed to quality service.

Oral communication: Ability to communicate information in a clear and concise manner with individuals at all levels, including board members, member volunteers, association executives, government agency staff.

Written communication: Ability to effectively communicate information and ideas in writing.

Confidentiality: Ability to work with and maintain the confidentiality of data and information.

Ability to work individually and as part of a team.

Excellent proofreading and editing skills.

APIC is an Equal Employment Opportunity Employer.