The Center for Health And Learning is a non-profit organization that serves as a catalyst for initiatives that inspire optimal health for all. Our mission is to build healthy communities through educational resources, leadership training, policy development, and technical assistance. CHL is focused on improving school and community health. Our staff and consultants apply expertise in health and education to design training, develop resources, and carry out research and evaluation.
This position is responsible for event coordination of logistics for approximately 40 events per year (including training, meetings, webinars, and symposiums). Experience with online technology, including video platforms and ticket reservation software, is necessary. A bachelor’s degree in communications, marketing, or a similar field is desired, but not required. This full-time remote position offers excellent benefits.
**This position requires working in Eastern Standard Time. Preference to those in the New England area.**
Administrative Support
- Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies
- Research costs and arranges the purchase and delivery of equipment, supplies, and other purchases as requested
- Responsible for reviewing and responding to emails received via the general inbox and rerouting to appropriate staff as needed
- Exhibits polite and professional communication via phone, e-mail
- Monitor main phone line and re-route phone calls/messages to appropriate staff as well as assist callers with inquiries and requests that are event-related
- Retrieve and sort incoming and outgoing mail from a Post Office box
- Prepare hard copy and or digital handouts/reports and materials for staff/board meetings, as well as assist with the preparation of PowerPoints, meeting date selection, and communications as requested
- Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations
- Assist in the national launch of the Umatter Suicide Prevention – a national best practice program
- Perform other program and administrative support tasks as requested.
Event Coordination – Provide support for training and events in collaboration with Project Managers, and under the supervision of the Director of Operations. Tasks may include but are not limited to:
Event Planning and Implementation
- Assist with estimating training/event budget
- Contract speakers/trainers/presenters and collect signed W9 forms
- Manage site-based training and event contracts
- Research and select appropriate event site given the size of the event and budget
- Negotiate and contract with training/event sites
- Arrange technical support for training/events as needed
- Negotiating and contracting event catering when necessary
- Arrange/set up virtual support for webinars/virtual training/events
- Create online registration and oversee communication with registrants
- Communicating with the bookkeeper, overseeing event invoicing/payments
- Document and complete the academic and CEU application processes as needed
- Create and deploy surveys and evaluations/pre-posttests/certificates of participation (abiding by grantor guidelines when required)
- Assist with the development of marketing materials and Trainer Packets
- Secure accommodations, and planning for the transportation of speakers/trainers/presenters
- Transport, or arrange the transport, of registration materials (sign-in forms, handouts, name tags, walk-in forms) to the training/event site
- Arrange reproduction and delivery of training/event handouts/supporting materials
- Set up, or arrange to have set up, the registration table at the event and assist attendees with signing in as they arrive at the event and assist attendees and solve any problems that may arise.
- Transport, or arrange the transport, of post-training/event leftover materials, sign-in sheets, evaluations, participant payments, and site invoices back to the office for follow-up work
- Maintain online network files related to event coordination
- Be available as needed to support event implementation
- Assist with establishing budget templates and development of training and event budgets
Event Closure
- Summarize evaluations and other grant-related reporting summaries as needed
- Maintain participant records and create final participant lists
- Review, code, and forward training/event-related invoices based on related contracts/grants to Bookkeeper for payment
- Ensure final copies of training/event final digital documents and reports are organized into appropriate files and folders on the shared drive
- Maintain online ticket reservation system
- Collaborate with Operations staff to ensure the training database is up to date and well synched with marketing data-bases
- Ensure final copies of all training and event-related documents are filed in network files
CHL is an affirmative action, equal opportunity employer and is dedicated to the goal of building a culturally diverse staff and board within a multicultural environment. Qualified candidates with a commitment to personal and community health and the mission and values of the organization are encouraged to apply for any open position.