The Scholars Strategy Network (SSN) seeks an Events & Administrative Coordinator to perform a variety of administrative tasks, with a particular emphasis on leading the logistics for a variety of local and national events, from small group gatherings to large multi-day, 100+ attendee conveenings. As a member of the SSN administrative team, the Events & Administrative Coordinator helps SSN’s staff and volunteers achieve the organization’s mission – to support and create opportunities for a large and growing network of over 1,700 members, and almost 40 regional chapters, who work in more than 330 colleges and universities across the US.

The Events & Administrative Coordinator position is a part-time or full-time position, depending on the needs of the best candidate of no less than 20 hours per week with an annual salary between $50,000 and $58,000 based on qualifications and experience. SSN’s competitive benefits include generous holidays, health, dental, vision insurance and a 403B retirement plan with an employer contribution. All benefits will be allocated based on hours worked compared to a 40 hour work week. This position falls within the SSN employee union and is covered under the terms of the collective bargaining agreement.

While some SSN staff are working remotely, the expectation is for this position to be available to report to our office at 501 Boylston Street in Boston on a hybrid basis. The person selected for this position will be part of SSN’s Development & Administration department and reports directly to SSN’s Chief Financial Officer.

RESPONSIBILITIES

As a large organization with a small staff, SSN has a lean, productive Development & Administration team that supports our staff and volunteers to achieve SSN’s mission. Among other tasks, the Events & Administrative Coordinator will:

Event Planning & Logistics

• Coordinate travel arrangements: The Events & Administrative Coordinator helps make travel arrangements for SSN staff, leaders, and members as needed. This includes securing hotel accommodations, booking transportation, and taking care of any other needed arrangements for participants traveling to SSN related meetings or events.
• Manage relationships with vendors: The Events & Administrative Coordinator manages relationships with outside vendors (caterers, hotels, printers, etc.) and oversees their participation in events, from gathering and negotiating quotes and proposals, to making recommendations for vendor selection, to processing payment for invoices.
• Manage event communications: The Events & Administrative Coordinator works with SSN staff to create, send, and keep track of all event-related communications, such as save-the-dates, invitations, registrations, programs, and any other needed collateral and signage.
• Staff events day-of: The Events & Administrative Coordinator oversees operations on the day of events (both virtual and in-person), including but not limited to registrations, room setup, technology setup, and meals.
• Manage event budget: In collaboration with SSN’s Chief Financial Officer, the Events & Administrative Coordinator is responsible for event budgeting, this includes being aware of the available budget for various events, vendor contract negotiations, and processing invoices and reimbursements.
• Lead the logistics of SSN’s National Leadership Convening: Along with other staff, the Events & Administrative Coordinator contributes to the programming and manages the logistics of SSN’s National Leadership Convening, a gathering of SSN staff, leaders, and members that occurs every other year. It is the responsibility of the Events & Administrative Coordinator to: help choose a site, negotiate and coordinate with hotels and other vendors, oversee invitations and keep track of registrations, work with staff to secure event speakers, coordinate participant travel, oversee the creation and shipping of any needed materials, and identify possible event sponsors.

Administrative Support

• Help organize and process financial information: The Events & Administrative Coordinator works with the CFO to reconcile accounts on QuickBooks, process reimbursements, and generate expense reports.
• Manage mailing & shipping needs: The Events & Administrative Coordinatorregularly checks for mail at SSN’s national office and alerts remote staff to anything that may need urgent attention, coordinates end of year mailings from staff to donors and collaborators, orders and ships any supplies needed by staff, and handles any other mailing and shipping needs.
• Perform data entry: The Events & Administrative Coordinator assists departments with data input, mainly in SSN’s database, housed in Salesforce, when necessary.
• Provide administrative support: The Events & Administrative Coordinator provides other administrative support to the Executive Director and other staff members as needed, including scheduling and coordinating calendars across staff and outside stakeholders, preparing materials for and taking notes at meetings, coordinating any office space needs, .

QUALIFICATIONS

The successful candidate will be a self-starter with a high level of professionalism and willingness to handle all planning and administrative details of a wide variety of events. The ideal candidate would be:

• An individual with 4+ years of relevant work experience in events and/or administrative roles
• Someone with strong time management and organizational skills who is able to manage both large projects and every day tasks efficiently
• An individual with excellent communication and interpersonal skills who is able to manage relationships with a variety of stakeholders
• Innovative and resourceful, with a track record of actively seeking opportunities to improve

meetings and events.

• Self-motivated and able to take initiative; adept at working independently but also able to participate productively in team projects and efforts
• Proficient in a variety of business software platforms, including: Google Suite, Microsoft Office, Quickbooks, and Salesforce.

SSN is an Equal Opportunity Employer and does not discriminate on the basis of age, class, color, disability, ethnicity, faith, gender, national origin, race, sexual orientation, or gender identity. People of color, people with disabilities, LGBTQ individuals, and women are strongly encouraged to apply. Candidates considering a career transition or whose skills and experience fulfill some, but not all of the qualifications above are encouraged to apply. We encourage you to view SSN’s statement on diversity,equity, and inclusion, located here.

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