Program Manager, Conferences, Member Services (Project Management)

Schedule
This position is eligible for a hybrid work schedule, with a minimum of three (3) days in-office based out of our West Sacramento office and two (2) days working remotely.

Summary
We are seeking a Program Manager to join our team. Reporting to the Director, Conferences, the Program Manager, Conferences will assist with planning, organizing and coordinating the Association's conferences, training programs and related events. This role will provide administrative, logistical and marketing support, ensuring smooth event execution, managing cross-functional teams, and implementing data-driven strategies to enhance the effectiveness of our programs. The ideal candidate will have strong organizational skills, leadership experience and the ability to manage multiple projects efficiently while delivering exceptional results; performs a variety of other duties as assigned.

Essential Duties & Responsibilities

Event & Program Coordination: Plan, prepare and organize conferences, workshops, seminars, training programs and meetings, including managing all logistics such as venue selection, catering, accommodations, A/V setup and scheduling.
Team Management & Leadership: Coordinate and lead cross-functional teams, oversee program operations and ensure all deadlines are met. Lead status meetings, train staff on event administration policies and facilitate smooth communication between departments.
Content Development & Communication: Develop and edit event materials, including agendas, presentations and correspondences. Ensure accurate communication across all stakeholders.
Committee Collaboration: Attend and actively participate in conference planning committee meetings, assist with making recommendations, take meeting notes and provide recaps. Coordinate planning calls and debrief meetings to ensure effective communication among committee members.
Presenter & Trainer Coordination: Assist in identifying, selecting and coordinating presenters and trainers for programs and conferences.
Logistics Management: Coordinate logistics for select meetings and events, including hotel reservations, audio-visual equipment and catering services.
Budget & Financial Oversight: Monitor event and program budgets, process invoices and track expenses to ensure all events are executed within the budget. Provide recommendations for financial improvements.
Marketing & Promotion: Contribute to the development and marketing of events, including creating promotional content, managing event-related email communications and supporting website updates via WordPress.
App Management & Support: Lead the planning, implementation and management of event apps, customize app features, and manage content. Track analytics, gather participant feedback, and provide application support and training.
Registration & Attendance: Oversee the pre-registration and on-site registration process, track attendance and manage registration data integration.
Data Collection & Reporting: Monitor and evaluate program data, develop reports and track key metrics for management review. Assist in the scoring and evaluation of program nominations and applications.
Policy & Compliance: Review, develop and implement event policies and code of conduct for conferences. Ensure compliance with relevant regulations and policies.
Customer Service & Stakeholder Engagement: Serve as the main point of contact for attendees, vendors and staff, addressing inquiries and resolving any issues with professionalism and respect.
Additional Duties: Perform other duties as assigned to ensure the overall success of the Association's initiatives.

Qualifications
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Any combination of training and experience equivalent to a bachelor's degree or higher with major coursework in marketing, business administration, management, finance, accounting, or related field and five (5) years of experience event coordination, project management, and performing complex administrative support to management.
Knowledge of principles and practices of event coordination, project management and customer service.
Event planning processes including budgeting, contract management and vendor coordination.
Manages marketing and promotional strategies for events and training programs.
Techniques for analyzing event data and making strategic recommendations.
Knowledge of content management systems, event registration platforms and event apps.
Relevant laws and regulations governing public events and gatherings.
Non-profit organization structures, including boards and commissions.
Plans, organizes, and oversees events and programs with a high level of detail and precision.
Leads and manages cross-functional teams, ensuring collaboration across departments.
Develops, implements and revises event-related policies and procedures.
Monitors budgets and recommends strategies to optimize financial resources.
Communicates clearly and effectively, both in writing and verbally, with internal and external stakeholders.
Evaluates and reports on program success, making data-driven recommendations for improvements.
Uses event management software, registration systems, and office applications efficiently.
Ability to complete basic business mathematics and statistical techniques for event analysis and reporting.
Effectively communication techniques for providing customer service and collaborating with stakeholders.
The office environment is primarily sedentary, in a controlled office environment with moderate noise levels and no direct exposure to hazardous physical substances.
Ability to sit at a computer for extended periods, use office equipment and lift up to 25 pounds.
Must be able to bend, stoop, kneel, reach, push, and pull drawers open and closed in the execution of their duties.
Limited vacation during peak periods.
Ability to occasionally travel required for conferences, training, workshops and meetings throughout California, including overnight stays.
Occasional overtime, including evenings, weekends and holidays, may be necessary based on event schedules.
Employee is personally responsible for following health and safety guidelines, instructions and policies.

Supervisory Responsibilities

This role may supervise event temporary staff, independent contractors, third party suppliers, and vendors responsible for event-related services.
Assists in recruitment and onboarding of temporary staff.

Why Join CSBA?

Opportunity to take ownership of key events and program functions, driving improvements across the Association.
CSBA promotes internal career growth and provides opportunities for advancement.
Collaborative and supportive work environment with leadership exposure.
Competitive salary and benefits package.

If you are an experienced event coordinator with a passion for program management and a drive to make an impact, we encourage you to apply and join our team!

About CSBA
The California School Boards Association is a nonprofit education association representing the governing boards who oversee public school districts and county offices of education. With a membership of nearly 1,000 educational agencies statewide, CSBA brings together school governing boards to advocate for effective policies that advance the education and well-being of the state's more than 6 million school-age children. CSBA provides policy resources and training to members and represents the statewide interests of public education through legal, political, legislative, community, and media advocacy.

CSBA employees are highly skilled, with a desire to excel and help strengthen school board governance and maximize student achievement. They are strategic in their trade, embrace challenges, and offer new and innovative ideas. CSBA creates a supportive, dynamic environment for its employees to grow and succeed. Our core values of integrity, collaboration, accountability, respect, excellence, service, and innovation guide the way to achieving the Association's goals.

BenefitsAt CSBA, we proudly offer a competitive compensation package to our full-time exempt and non-exempt employees, including the following benefits:

Medical, Dental & Vision
CalPERS Retirement
457 Retirement Plan
Short- and Long-Term Disability Insurance
Life and AD&D Insurance
Flexible Spending Account
Dependent Care Flexible Spending Account
Vacation
Floating Holidays
Sick
Employee Assistance Program

Apply Today If you are ready to take the next step in your career and contribute to meaningful work, apply today! We are excited to hear how your expertise can further our mission and advance the education and well-being of the state's more than 6 million school-age children in public education in California.

Equal Opportunity EmployerCSBA is an equal opportunity employer. It does not discriminate against employees or applicants based on any characteristic protected by state or federal law. Equal employment opportunity will be extended to all persons in all aspects of the employer/employee relationship.

CSBA prohibits any CSBA employee, consultant, and any CSBA agent, including unpaid interns and volunteers, Board members, independent contractors or any other agent from discriminating against any other employee or job applicant on the basis of the person's actual or perceived race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, genetic information, pregnancy, national origin, ancestry, age (over 40), marital status, physical or mental disability, medical condition, military or veteran status, reproductive health decision making or any other characteristic protected by state or federal law.

E-Verify
This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.

Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.
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