{"id":2165449,"url":"https://alion.io/job/ontrackny-learning-development-event-coordinator","title":"Learning & Development Event Coordinator","company":{"id":2472913,"name":"OnTrackNY","domain":"ontrackny.org","url":"https://alion.io/company/ontrackny","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Dayforce","truth_index":null},"role":"HR","role_family":"HR","seniority":"junior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":24,"max":26,"currency":"USD","period":"hour","gross":null,"usd_annual":52000},"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Monday.com","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-09-18T04:00:00Z","employer_posted_date":"2026-10-09","last_verified_at":"2026-10-11T20:14:05Z","board_verified":true,"closed_at":null,"days_open":23,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":23},"description":"Location: New Windsor, NY\nPay Range: $24.03-$26.44 per hour \nHours: 40 hours per week. Flexibility required based on agency needs.\nOVERVIEW OF PRIMARY RESPONSIBILITIES:\nThe 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.\nThe 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.\nThe 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.\nPRIMARY FUNCTIONS:\nCoordinates administrative and logistical details for professional, community, development, onboarding, and training events hosted at A:CE and other designated locations.\nMaintains event calendars, workplans, timelines, checklists, contact lists, registration records, and shared files; monitors assigned deadlines and follows up with responsible parties.\nCoordinates event scheduling and space reservations, including room assignments, layouts, capacity requirements, accessibility considerations, and setup and breakdown needs.\nCoordinates technology and audiovisual requirements for in-person, virtual, and hybrid events; conducts routine checks and engages appropriate technical support when needed.\nPrepares, organizes, and distributes event and training materials, including agendas, handouts, presentations, signage, name badges, certificates, evaluations, and participant resources.\nCoordinates 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.\nPrepares purchase requests, invoices, payment documentation, and expense records for review and approval and assists with tracking event-related expenditures.\nCreates and sends approved invitations, confirmations, reminders, directions, and follow-up communications to participants, presenters, vendors, and other stakeholders.\nManages participant registration, waitlists, cancellations, attendance records, sign-in processes, and routine event inquiries; escalates exceptions or concerns as appropriate.\nProvides day-of-event support, including room setup, registration, presenter and participant assistance, materials distribution, refreshments, schedule monitoring, troubleshooting, and breakdown.\nAssists facilitators, presenters, program leaders, and other stakeholders with scheduling, session preparation, resource requests, and event-day needs.\nMaintains accurate event coordination information in designated systems and prepares routine attendance, participation, expense, and event activity reports.\nCollects participant evaluations and stakeholder feedback, compiles results, and documents operational opportunities for future events.\nCompletes post-event activities, including acknowledgements, record updates, supply returns, invoice follow-up, file organization, and archiving of final materials.\nMaintains event supplies, equipment, inventories, and storage areas and identifies replenishment or maintenance needs.\nRepresents A:CE and the organization professionally when interacting with employees, community members, program partners, presenters, vendors, and guests.\nSafeguards confidential participant, employee, third-party payment, and organizational information and follows applicable policies and department procedures.\nPerforms other related administrative, logistical, and event-support duties as assigned.\nADDITIONAL FUNCTIONAL / ORGANIZATIONAL SUPPORT:\nWorks 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.\n\nQUALIFICATIONS AND ATTRIBUTES:\nWorking knowledge of event logistics and the ability to organize multiple details, deadlines, and records accurately.\nStrong administrative, customer service, written communication, and interpersonal skills.\nAbility to follow established plans, use sound judgment within assigned responsibilities, and seek guidance when decisions or exceptions require approval.\nAbility to interact professionally and employees, vendors, customers, guests, and community members.\nProficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint; ability to learn online communication tools, monday.com, Dayforce learning, etc.\nStrong attention to detail, data-entry accuracy, follow-through, and file organization.\nAbility to manage changing priorities in a deadline-driven environment and work independently on assigned tasks while contributing effectively to a team.\nAvailability to work occasional evenings or weekends and travel locally as event schedules require.\nEDUCATION AND EXPERIENCE:\nAssociate 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.\nTwo years of experience providing lead customer service supervision, event planning, fundraising, or marketing related tasks.\nPHYSICAL CHARACTERISTICS:\nThese 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.\nMust be capable to sit or stand in front of a computer for long-periods of time\nCan navigate around event space, while planning and organizing\nMust be able to design, place and relocate event equipment, materials, products being used at the events\nAble to work in open space floor plan\nMust be capable to move throughout work day\nWork alongside co-workers within 3 feet\nMust be able to move in tight spaces\nOccasional lifting of > _25+ pounds","description_format":"text","description_chars":7183,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":true},"security_clearance":false,"languages":[]},"benefits":["Professional development"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":true,"industries":["Health Care"],"lifecycle":[{"event":"open","at":"2026-10-09T09:50:10Z"}],"visa":[],"liveness":{"score":50,"band":"ok","label":"Likely open","p_open":1,"p_active":0.662,"p_room":0.75,"age_days":22,"expected_fill_days":23,"reasons":["conf:0","win:late","comp:junior"],"computed_at":"2026-10-10T05:45:15Z"},"pay":{"stated_usd_annual":52000,"is_top_pay":false},"html_url":"https://alion.io/job/ontrackny-learning-development-event-coordinator","json_url":"https://alion.io/job/ontrackny-learning-development-event-coordinator.json","meta":{"generated_at":"2026-10-11T21:08:48Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":9779,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-12T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2472913},"rest":"https://alion.io/mcp/rest/get_company?id=2472913"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fontrackny-learning-development-event-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fontrackny-learning-development-event-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fontrackny-learning-development-event-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/ontrackny-learning-development-event-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fontrackny-learning-development-event-coordinator"}]}