Job Summary
The Planning Specialist is responsible for coordination of all logistical details relevant to conference and meeting planning, and travel and lodging, utilizing initiative, discretion, strong clerical skills, database management, and customer service.
In the performance of their respective tasks and duties, all employees are expected to practice and apply the following principles:
- Grasp broad overview of NCJFCJ and develop working knowledge of its programs and services
- Follow organizational and departmental policies, procedures, protocols, and systems
- Perform quality work, with or without direct supervision
- Interact professionally and respectfully with all staff, members of the organization, public and private officials, faculty, partners, suppliers, local communities, and the general public
- Work collaboratively and effectively with all members of the organization, whether as a team player, team leader, or individual contributor
- Work independently while understanding the necessity for communicating and coordinating work efforts with managers, staff, and other organizations
- Meet professional and work obligations through efficient work habits by meeting deadlines, honoring schedules, and coordinating resources in an effective and timely manner
- Be self-motivated and highly responsive to individuals, staff, members, and the organization
- Demonstrate independent decision-making, problem-solving, creative thinking, and analytical skills
- Approach work with a positive attitude, sense of humor, and energy
- Willingness to continuously learn and be flexible
- Use discretion in managing sensitive, proprietary, or confidential information
- Be responsible stewards of the organization’s resources
The following generally describes the essential functions, minimum education, experience, knowledge, skills, and abilities required to enter the job and to perform the responsibilities/duties of this position.
Essential Functions Required
Essential functions and responsibilities may include, but are not limited to, the following:
- Plan, coordinate and carry through to completion all logistical details relative to meeting planning and conference coordination including calendaring of events, registration, information tracking, maintaining Travel Authorization Numbers, and organization of events with hotels and vendors
- Coordinate staff and faculty travel/lodging arrangements within timeline and policy requirements
- Interact with contracted travel agency
- Verify travel itineraries
- Review and interpret travel agency reports
- Maintain program files, event binders, contract files, direct bill applications, and deposits
- Create and prepare varied correspondence, reports, or other materials relevant to travel or meeting requirements
- Track internal and external approvals and deadlines
- Maintain familiarity and compliance with federal guidelines and NCJFCJ policies/protocols
- Reconcile invoices
- Conduct post-event follow-up
- Other duties as assigned*
Education and Work Experience
- Undergraduate degree preferred
- Certified Meeting Planner certificate preferred
- Three years of progressively responsible experience in a logistical conference planning or travel environment, or
- Equivalent combination of training, education, and experience in a relevant field
- Passion and preference for working in a non-profit or grant-funded environment
Knowledge, Skills, and Abilities (“KSAs”)
- Knowledge of cost estimating, budgeting, and fiscal management principles
- Knowledge of administrative, clerical, and office procedures and systems
- Strong PC-based computer skills and proficiency utilizing various software such as Microsoft Office 2007 or 2010 (Word, Access, Excel, PowerPoint), Adobe Professional, database management systems, and design programs
- Ability to manage files and maintain records in compliance with recordkeeping policies
- Strong, effective communication skills, both verbally and in writing, with emphasis on contractual details
- Ability to plan and carry work through to completion, with limited supervision, with accuracy and with strong emphasis on attention to detail
- Able to comfortably manage multiple tasks and projects utilizing time management and organization skills
- Knowledge of proper telephone and email practices and etiquette
Physical Demands
- Extended periods of sitting
- Extended use of desktop/laptop computer and peripheral equipment
- Read and analyze fine print for extended periods
- Occasional stooping, standing, carrying
- Occasional lifting up to 50 lbs. (with assistance)
The physical demands of this position are representative of those that must be met in order to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment
- Fast-paced, high-pressure, professional office
- Evening, weekend, holiday, and overtime work may be required
- Some travel, locally and nationally, may be required
*The statements herein are intended to describe the general nature and level of the position, but are not necessarily a complete list of responsibilities, duties, and skills required of employees so classified. As such, responsibilities, duties, and required skills may be changed, expanded, reduced, or deleted to meet the business needs of the National Council of Juvenile and Family Court Judges.
Furthermore, they do not establish a contract or implied contract for employment.