Learning & Development Event Coordinator

Location: New Windsor, NY

Pay Range: $24.03-$26.44 per hour 

Hours: 40 hours per week. Flexibility required based on agency needs.

OVERVIEW OF PRIMARY RESPONSIBILITIES:

The L & D Event Coordinator provides administrative, logistical, and on-site support for learning, community, and professional development events being hosted at our locations, which advance the mission of the Access: Center of Excellence (A:CE). Working under the direction of the L & D Director, the Coordinator assists with event timelines, records, communications, materials, vendor coordination, and follow-up activities.

The L & D Event Coordinator supports the preparation and delivery of internal or third-party A:CE hosted events. The position maintains accurate event coordination details, assists with attendee and communication, and helps ensure that tasks are completed on schedule and in accordance with A:CE operation procedures.

The L & D Event Coordinator works in close partnership with the Learning & Development Team to support the effective delivery of onboarding, training, and organization-wide learning initiatives. When applicable, the L & D Event Coordinator provides logistical and administrative support by coordinating schedules, rooms, technology, materials, refreshments, vendor arrangements, participant communications, registration, attendance tracking, and on-site event needs. The L & D Event Coordinator will also be cross-trained to collaborate with the Team to support curriculum development, facilitation, stakeholder engagement, eLearning resources, and Learning Management System administration while ensuring that learning events are organized, accessible, and delivered smoothly across the network.

PRIMARY FUNCTIONS:

Coordinates administrative and logistical details for professional, community, development, onboarding, and training events hosted at A:CE and other designated locations.

Maintains event calendars, workplans, timelines, checklists, contact lists, registration records, and shared files; monitors assigned deadlines and follows up with responsible parties.

Coordinates event scheduling and space reservations, including room assignments, layouts, capacity requirements, accessibility considerations, and setup and breakdown needs.

Coordinates technology and audiovisual requirements for in-person, virtual, and hybrid events; conducts routine checks and engages appropriate technical support when needed.

Prepares, organizes, and distributes event and training materials, including agendas, handouts, presentations, signage, name badges, certificates, evaluations, and participant resources.

Coordinates approved arrangements with caterers, venues, facilitators, speakers, printers, rental companies, and other vendors; obtains quotes and confirms delivery details under the direction of the L & D Director.

Prepares purchase requests, invoices, payment documentation, and expense records for review and approval and assists with tracking event-related expenditures.

Creates and sends approved invitations, confirmations, reminders, directions, and follow-up communications to participants, presenters, vendors, and other stakeholders.

Manages participant registration, waitlists, cancellations, attendance records, sign-in processes, and routine event inquiries; escalates exceptions or concerns as appropriate.

Provides day-of-event support, including room setup, registration, presenter and participant assistance, materials distribution, refreshments, schedule monitoring, troubleshooting, and breakdown.

Assists facilitators, presenters, program leaders, and other stakeholders with scheduling, session preparation, resource requests, and event-day needs.

Maintains accurate event coordination information in designated systems and prepares routine attendance, participation, expense, and event activity reports.

Collects participant evaluations and stakeholder feedback, compiles results, and documents operational opportunities for future events.

Completes post-event activities, including acknowledgements, record updates, supply returns, invoice follow-up, file organization, and archiving of final materials.

Maintains event supplies, equipment, inventories, and storage areas and identifies replenishment or maintenance needs.

Represents A:CE and the organization professionally when interacting with employees, community members, program partners, presenters, vendors, and guests.

Safeguards confidential participant, employee, third-party payment, and organizational information and follows applicable policies and department procedures.

Performs other related administrative, logistical, and event-support duties as assigned.

ADDITIONAL FUNCTIONAL / ORGANIZATIONAL SUPPORT:

Works collaboratively across departments; participates in required meetings and training; follows agency policies, procedures, confidentiality standards, and safety practices; and provides coverage or assistance for event, learning and professional development activities as assigned.

QUALIFICATIONS AND ATTRIBUTES:

Working knowledge of event logistics and the ability to organize multiple details, deadlines, and records accurately.

Strong administrative, customer service, written communication, and interpersonal skills.

Ability to follow established plans, use sound judgment within assigned responsibilities, and seek guidance when decisions or exceptions require approval.

Ability to interact professionally and employees, vendors, customers, guests, and community members.

Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint; ability to learn online communication tools, monday.com, Dayforce learning, etc.

Strong attention to detail, data-entry accuracy, follow-through, and file organization.

Ability to manage changing priorities in a deadline-driven environment and work independently on assigned tasks while contributing effectively to a team.

Availability to work occasional evenings or weekends and travel locally as event schedules require.

EDUCATION AND EXPERIENCE:

Associate degree in event management, hospitality, communications, marketing, business, nonprofit management, or a related field preferred. A high school diploma or equivalent and relevant experience may be considered in place of a degree.

Two years of experience providing lead customer service supervision, event planning, fundraising, or marketing related tasks.

PHYSICAL CHARACTERISTICS:

These physical demands are representative of the physical requirements necessary for an employee to perform the job's essential functions successfully. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the position, which are reviewed in each case.

Must be capable to sit or stand in front of a computer for long-periods of time

Can navigate around event space, while planning and organizing

Must be able to design, place and relocate event equipment, materials, products being used at the events

Able to work in open space floor plan

Must be capable to move throughout work day

Work alongside co-workers within 3 feet

Must be able to move in tight spaces

Occasional lifting of > _25+ pounds