May 4, 2021

Job Title: Conference Coordinator (Trainee)

Job Summary: The Conference Coordinator (Trainee) will work with the Association’s two other Conference Coordinators in preparation for the 2021 Illinois Association of Problem-Solving Courts Association Virtual Conference. The ideal candidate for this position will be interested in continuing in this position for the foreseeable future. The Association would like to always have at least two Conference Coordinators managing its annual conference, and would like to have an additional team member trained in all aspects of preparing for and managing the conference to supplement the two current Coordinators and to take over in the event one of the Coordinators is not willing or able to continue in their current position in the future. Trainee will be an Independent Contractor and paid an amount commensurate with the duties to be assigned considering the trainee’s prior education and experience.

Job Responsibilities: Initially, the Conference Coordinator (Trainee) will shadow the two Conference Coordinators before taking over any responsibilities. The Conference Coordinators divide the total responsibilities amongst themselves, but each Coordinator needs to be proficient in each responsibility. The responsibilities for the 2021 Virtual Conference include:

  • Communicate via email and phone with prospective conference attendees, presenters, exhibitors, and sponsors
  • Meet regularly via phone conference with the Association Conference Committee to update them and seek their input on the conference planning
  • Attend quarterly Association Board meetings via phone conference
  • Research and determine topics for the general and breakout sessions of the conference
  • Secure contracts with conference presenters
  • Manage conference registration website
  • Prepare conference program including agenda, speaker biographies, sponsor and exhibitor information, board information, and any other pertinent information
  • Secure all continuing education credits, including MCLE, IAODAPCA, and IDFPR licensures
  • Create conference signage
  • Manage conference registration payments
  • Create conference evaluation
  • Working with virtual conference partner to set up the virtual platform and launch the virtual conference 
  • Manage continuing education spreadsheet
  • Send attendee certificates
  • Summarize conference evaluations
  • Create conference summary for the Board of Directors
  • Attend Association Board Retreat in person at Starved Rock State Park
  • Perform other duties as assigned by the Conference Coordinators for the benefit of ILAPSC

Additional responsibilities for the 2022 Live Conference will include:

  • Secure room blocks at host and partner hotels
  • Coordinate with host hotel regarding food order, A/V needs, networking events, room reservations, and any other need
  • Coordinate with printing agency to ensure all conference signs and materials are printed in time for conference
  • Create and stuff name badges and program material
  • Manage conference sign-in during the conference
  • Act as a point person for attendees, exhibitors, and hotel staff during the conference

Qualifications & Skills:

Required

  • Communicate effectively via phone, email, and in person
  • Proficient in Microsoft Office products including Word, Excel, and PowerPoint
  • Travel for conference business
  • Work effectively with minimal immediate supervision or guidance 
  • Basic knowledge of website management

Ideal

  • Proficient in Adobe products including Illustrator, Photoshop, and Acrobat
  • Proficient in Mail Merge in Microsoft Word
  • Working knowledge of problem-solving courts in Illinois

How to Apply
Please submit by email a cover letter and resume to:

Matt Kindler
ilapsc@ilapsc.org

* Applications submitted by June 4, 2021 will be given priority; however, this position will remain open until an appropriate candidate is found.