Education Program Coordinator chez Florida Veterinary Medical Association

Description

The Education Program Coordinator is responsible for leading, planning, and organizing educational wet labs and online continuing education courses for veterinarians, technicians, and team members. This position requires an efficient professional with the ability to prioritize, meeting planning, and multitask. The Education Coordinator will be responsible for developing and running the hands-on wet lab programs and online continuing education courses.

Candidates must be willing and able to work with both live animals for observation and care, and cadavers for anatomical study and dissection, in accordance with all ethical and safety guidelines. This is a non-negotiable aspect of the position.

Reports to- Director of Conferences and Events

Requirements

Primary Responsibilities:

1.      Coordinate Wet Lab Booking: Secure appropriate venues and manage scheduling for wet lab sessions including site visits.

2.      Sponsorship Acquisition: Identify and engage potential sponsors to support the wet lab.

3.      Speaker Recruitment, contracting, communication: Source and confirm qualified speakers or facilitators to lead the wet lab session with a contract. Maintain ongoing communication to coordinate schedules, presentation materials, AV needs, travel arrangements, and other logistics.

4.      Budget Management: Develop and manage the event budget, including tracking expenses, forecasting costs, and ensuring alignment with financial goals. Keep dashboard up to date.

5.      Resourcing Materials: Identify, procure, and coordinate all necessary materials, supplies, and equipment required for the wet lab session.

6. Event Promotion: Assist with promoting on social media, event websites, and other marketing materials with the Marketing team.

7.      On-Site Materials Creation: Design and produce any necessary on-site materials such as signage, handouts, instructional guides, or participant kits.

8.      Food & Beverage Coordination: Plan and manage food and beverage offerings, including menu selection, dietary accommodations, vendor coordination, and on-site service logistics.

9.      Wet Lab Supply Organization: Manage the inventory, storage, and transportation of wet lab supplies, ensuring all materials are available, properly labeled, and ready for use.

10. Wet Lab Vendor Management: Manage relationships with vendors, ensuring timely delivery of services, supplies, and equipment. Coordinate vendor setup and troubleshoot issues on-site to ensure smooth execution.

11. On-Site Event Management: Oversee on-site execution of the wet lab session, including setup, coordination of staff and volunteers, speaker support, and troubleshooting to ensure a smooth event experience.

12. Platform Management: Administer and manage learning management systems (LMS), ensuring courses are properly set up, organized, and accessible to learners.

13. Post-Con Report: Compile and deliver a comprehensive post-event report, including feedback analysis, budget reconciliation, sponsor and speaker follow up, and key takeaways for future planning.

This is primarily an office-based role (M-F, 8-5) but the position does require some travel within the state of Florida for the wet labs and have flexible hours for the online continuing education courses.

Key Skills & Qualifications:

Lab experience: Prior wet lab experience is preferred but not required

Organizational Skills: Strong time management, attention to detail, and ability to multitask

Meeting Planning: Event management or meeting planner experience is preferred. Orchestrating from concept to execution, handling logistics like venue selection, vendor contracts, budget management, catering, audiovisual setup, and attendee registration.

Interpersonal Skills: Excellent communication, teamwork, and ability to work with diverse groups.

Software Skills: Microsoft office, Canva, Asana, Loop, Microsoft Outlook

Technical Skills: Conduct live sessions, managing courses using the Learning Management System platform.

ENVIRONMENTAL AND PHYSICAL REQUIREMENTS

• Work is performed in both indoor and outdoor environmental conditions with exposure to varying weather conditions including heat, humidity, and cold.
• Tasks involve the intermittent performance of physically demanding work, typically involving some combination of reaching with hands and arms, bending, stretching, stooping, twisting, kneeling, or crouching, and that may involve lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (up to 40 pounds). The position also frequently requires long periods of walking; standing; sitting; balancing; feeling with hands and fingers; finger/hand dexterity; hearing; speech; driving a vehicle; and moving, lifting, pushing, and/or pulling up to 30 pounds.

• Requires sufficient visual acuity, periods of prolonged visual concentration both near and far, and the ability to hear above considerable noise levels (i.e., at outdoor events).

Benefits

• Health, dental, and vision insurance
• Retirement plan
• Professional development opportunities
• PTO