Senior Event Technology Specialist at NAFSA: Association of International Educators

Washington, District of Columbia, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Mar, 26

Salary

75000.0

Posted On

10 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event Technology Management, Systems Administration, Project Management, Vendor Management, Documentation, Training, Customer Service, Problem Solving, Data Capture, User Experience Optimization, Research, Communication, Team Collaboration, Software Troubleshooting, Event Planning, Technology Evaluation

Industry

Higher Education

Description

Description ABOUT NAFSA: Association of International Educators With more than 10,000 members, NAFSA: Association of International Educators is the largest and most comprehensive association of professionals committed to advancing international higher education. Based in the United States, we provide programs, products, services, and a physical and virtual meeting space for the worldwide community of international educators. The association provides leadership to its varied constituencies through establishing principles of good practice and providing professional development opportunities. NAFSA encourages networking among professionals, convenes conferences and collaborative dialogues, and promotes research and knowledge creation to strengthen and serve the field. We lead the way in advocating for a better world through international education. NAFSA believes that international education advances learning and scholarship, fosters under-standing and respect among people of diverse backgrounds and perspectives, is essential for developing globally competent individuals, and builds leadership for the global community. We believe that international education lies at the core of an interconnected world characterized by peace, security, and well-being for all. POSITION SUMMARY The Senior Event Technology Specialist manages NAFSA’s Conference registration and exhibit infrastructure supporting virtual, in-person and hybrid events. In this role, they work closely with the Senior Director of Technology, the Event Technology Specialist, internal stakeholders, and vendors to ensure the event technology platforms remain current, evolve with the organization, and effectively support NAFSA’s events from small, stand-alone events to major conferences. ESSENTIAL FUNCTIONS Systems Administration Support and Implementation (40%) Manage and support the annual systems setup and the implementation cycles for NAFSA annual and regional conferences and other events. Advise on recommendations or alternatives that address existing and potential trouble areas in event operations across the organization. Ensure accurate system setup and new feature implementation in event technology stack. Currently these include Maritz event registration, CadmiumCD, Cvent, Zoom, and a variety of SaaS tools. Work closely with vendors and NAFSA Annual and Regional event owners to create & execute implementation & testing timelines; Ensure timely implementation & smooth operations of registration and event technology systems for attendees and exhibitors. Partner with Event Logistics, Accounting, Senior Director of Technology, Technology Operations and vendors to plan on-site registration desk, hardware and infrastructure setup and staffing. Recommend modifications to process workflows, optimize user experience and backend data capture protocols in the iMIS AMS. Consult staff on using Zoom features to create engaging virtual events. Prepare and deliver reports, recommendations, or alternatives that address existing and potential trouble areas in event operations across the organization Ensure compatibility and interoperability of event and in-house computing systems. Support testing, including end-user reviews, for modified and new systems. Provide post-implementation support. Oversee active maintenance of system and business process documentation and training for effective knowledge transfer across NAFSA. Strategy, Planning and Deployment (25%) Use the Event Technology Toolkit to facilitate event planning, scope and budget discussions with event owners across the organization. Partner with NAFSA event planning teams to plan event system implementations. Lead sessions to review and revise event systems functionality to best meet NAFSA’s specific events requirement. Consult decision makers, systems owners, and end users to define business, financial, and operations requirements and systems goals, and identify and resolve systems issues. Review and analyze the effectiveness and efficiency of event systems and develop strategies for improving or further leveraging these systems. Actively maintain the event technology team workplan for all NAFSA events. Create and maintain realistic timelines in conjunction with event stakeholders for setup and implementation of event platforms. Research and recommend best practices, standards, and policies for NAFSA enterprise platforms supporting NAFSA events. Stay abreast of developments in virtual event technologies. Actively research and recommend emerging technologies to support innovation in NAFSA’s events and member landscape. Provide guidance to junior staff members. Vendor Management (15%) Support and guide NAFSA cross-departmental teams in the implementation of Event Technology platforms and services. Convey NAFSA’s strategic and operational needs to vendors; translate those needs into appropriate scopes of work, timelines, work plans, and budgets in consultation with the Senior Director, Technology. Partner closely with external vendors to provide technology infrastructure support; ensure contracts and service level agreements are fulfilled Work with the Senior Director of Technology to coordinate event technology contract formulation, review & renewals for final sign-off by internal business owners Consult with supervisor on the strategies, problem-solving and accomplishments of the team. Documentation and Training (15%) Develop and maintain current documentation on all supported systems to support knowledge transfer across the team and the organization. Assist team members in formulating and conducting training sessions and teaching materials for propagating enterprise software applications knowledge throughout the organization. Develop and maintain training materials for regional team leaders. Coordinate and perform in-depth testing, including end-user reviews, for modified and new systems, and provide post-implementation support. Provide orientation and training to end users for all modified and new systems. Provide guidance and/or instruction to new staff members and regional leaders. Other projects, as assigned. (5%) Requirements QUALIFICATIONS (Required) Education Bachelor’s degree in a related field or equivalent combination of education and experience Experience A minimum of four years successful experience working within project-based work structures, developing or leading programs or projects, and effectively managing tasks and timelines. Proven ability to use, teach, and troubleshoot a variety of software applications. Demonstrated experience in effectively supporting end users of web-based event applications, with a strong customer service orientation. Proven ability to conduct research into and resolve product and service-related issues Demonstrated experience managing multiple streams of work, prioritizing appropriately, and problem solving effectively in complex situations Other Knowledge, Skills and Abilities Ex. The candidate is flexible, multi-task oriented, creative, and able to work in a fast-paced team environment as well as independently. Highly organized and detail-oriented, with ability to effectively prioritize and execute tasks Great work ethic and intellectual curiosity. Ability to deal tactfully with and elicit cooperation from a wide variety of stakeholders and vendors; Persuasive, encouraging, and diplomatic. Strong oral and written communication skills Willing and able to quickly learn and master a range of business applications Ability to master new systems quickly and to effectively research a wide range of issues when troubleshooting user issues Superb interpersonal skills with the ability to assist users of various skill levels and backgrounds on technical systems and procedures. Ability to present ideas with technical language in both a user-friendly and business-friendly manner Effective team collaborator with excellent oral and written communication skills; at ease leading meetings and trainings, listening, and problem solving Excellent ability to prioritize and execute tasks under pressure QUALIFICATIONS (Preferred) Experience Experience with nonprofit, education, or international education institutions Technology system evaluation and procurement Other Knowledge, Skills and Abilities Familiarity with CadmiumCD, Cvent, Zoom, Maritz or other association focused event technology solutions strongly preferred. Work Environment: The standard workday is generally 9:00 a.m. to 5:00 p.m. EST. During the week after Memorial Day to Labor Day, it is 8:30 a.m. to 5:30 p.m. Monday through Thursday and 9:00 a.m. to 12:00 p.m. on Friday. NAFSA employees are eligible to apply for regular teleworking two days a week (on Mondays and Fridays). Travel is required occasionally related to job responsibilities, especially for the annual conference or other leadership meetings. Participation in the NAFSA annual conference the week of Memorial Day, including the holiday itself, is a job requirement. The annual conference is held in varying cities. Tasks are performed in a typical office environment, involving sitting for extended periods of time. Sitting, standing, bending, and lifting 10lbs or less will occur intermittently throughout the workday. Position involves constant use of computer keyboard and monitor, with intermittent use of headset and microphone. Total Compensation & Benefits The target salary for this full-time, 35-hour per week Senior Event Technology Specialist position is $75,000. Total compensation for employment at NAFSA entails a competitive employee benefits package including: Competitively priced medical and dental insurance plans with CareFirst 403(b) retirement plan with eligibility for a 7% employer contribution Generous paid vacation, sick, personal, parental, and compassionate leave plans Seventeen paid days on and around federal holidays Fully paid group life and disability insurance coverage Health and dependent care flexible spending account plans Pre-tax parking and transportation plans Free onsite fitness center and secure bicycle parking

Responsibilities

The Senior Event Technology Specialist manages NAFSA’s conference registration and exhibit infrastructure for various event formats. They work closely with stakeholders and vendors to ensure the event technology platforms are effective and current.