Program Specialist, Training and Event Support

Bethesda, Maryland, United States | Training and Technical Assistance | Full-time

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Working within NACHC's Training and Technical Assistance Department, this position will provide lead logistical planning and technical support for all in-person and virtual training events led by the TTA Department.

This position will handle several independent functions, such as planning for, scheduling and managing advance and day-of training event logistics, overseeing communication with training participants, staff leads and consultants/faculty, attendee registration, virtual event hosting and providing technical assistance on technology and event management.  The Program Specialist will be responsible for issuing learning evaluations and data collection in close coordination with the Evaluation Manager. Additionally, this position monitors the issuance of education credits/participant certificates and cataloging all events and associated resource materials in a centralized and accessible location established within NACHC. This position also serves as a primary liaison to NACHC’s Conferences and Meetings Department and Operation Information Technology staff, in close coordination with supervisor, the Director of Knowledge Management and Learning and the Senior Vice President for Training and Technical Assistance.

SPECIFIC DUTIES:

The duties will include but not be limited to:

  • Serve as staff logistical lead for T/TA trainings, develop a project plan/map and tracking tool for all Department trainings and educational sessions in close collaboration with Department staff leads and Marketing Specialist.
  • Develop, maintain and update a streamlined infrastructure and standard operating procedure for in-person and virtual events that includes operating procedures for scheduling, documents, surveys, and/or other needs that arise for a virtual event. Ensure Department staff are regularly educated and aware of these procedures.
  • Coordinate scheduling, registration, training materials (e.g., PowerPoint, PDFs), technical run throughs, and survey/poll development for training events in close coordination with all members of the team.
  • Tracks all events and communications to ensure accuracy for grant and progress reporting and issuance of education credits/participation certificates as appropriate.
  • Serves as point of contact for consultants/faculty presenters; coordinates all required materials in advance of trainings
  • Ensure that all relevant training materials are loaded on the internal shared drive/relevant systems and distributed as appropriate before and after trainings
  • Serve as primary contact for training participants regarding education credits/participation certificates.
  • Serve as technical host and provides technical assistance to faculty and registrants both before and during all virtual events.
  • Provide superior customer service, including accurate and timely responses to training and technical assistance requests and questions regarding NACHC's trainings and educational initiatives.
  • Work with and provide support to the Department Evaluations Manager; monitor and update evaluation software; distribute evaluations to participants and follow-up  to ensure completion;
  • Provide regular reports to Director, Knowledge Management and Learning to ensure smooth operations of the T/TA department.
  • Other activities as required.

QUALIFICATIONS:

Education:

  • Bachelor's Degree or equivalent work experience required

Experience/Ability/Knowledge:             

  • Must have demonstrated competence in assessing priorities, managing multiple tasks simultaneously, and meeting deadlines
  • Must have demonstrated attention to detail and quality
  • 2 years of relevant experience providing administrative support and/or customer service in a team environment and in managing projects
  • 1-3 years of meeting planning or logistics experience strongly preferred
  • WebEx or virtual webinar platform experience required;
  • 2-3 years of virtual host experience strongly preferred
  • Excellent oral and written communication skills including demonstrated expertise in professional writing, proofreading and editing.
  • Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
  • High proficiency in Microsoft Office suite.
  • Ability to adapt to tailored computer software applications is required: ie registration reports system, Learning Management System (LMS) platforms, and event management tools, including evaluation software.

Other:

  • The position will require some domestic travel, not to exceed 25% of time
  • Demonstrated awareness and value of cultural competency
  • Ability to work in a diverse team environment
  • Must work well with others and independently
  • Strong Customer service skills.
  • Ability to handle sensitive and sometimes confidential situations and work with diverse audiences including training participants, board committees, consultants and vendors, external partners, and other departments/divisions within NACHC