Summary: Provides programming and administrative support to the Director of Professional Learning Events & Programs and assists in planning and overseeing all aspects of SHAPE America professional learning events, namely the national convention and all regional professional learning events.
Reports to the Director, Professional Learning Events and Programs.
Nature and Scope of Work:
1) Assist the Director, Professional Learning Events and Programs, in overseeing all aspects (including the development and implementation of) innovative, high-quality professional learning opportunities, namely the SHAPE America national convention and any SHAPE America regional, local, or virtual professional learning events.
With the Director, develop and assist in overseeing detailed project management plans to ensure all areas of planning for these events are covered, with clear designation of roles, responsibilities and deadlines established for each component of the event.
Assist in researching and preparing for the development of budgets related to these events and help ensure each event comes in on budget through proactive management and clear communication regarding all expense lines.
Serve as a secondary point of contact for all internal and external stakeholders with regards to SHAPE America’s professional learning offerings, ensuring that inquiries are responded to in a timely manner and excellent customer service is provided.
Work closely with the Director and the Vice President, Events, Social Impact and Strategic Partnerships, to identify and/or implement innovative sponsorship and/or exhibitor opportunities that add value to SHAPE America’s professional learning events.
Assist the Director in managing all vendors related to SHAPE America’s professional learning events to ensure services are delivered, per contract agreements in place, and that clear communication regarding deliverables is present.
Assist the Director in working with external stakeholders as appropriate to develop and plan for the national convention and/or all regional events (i.e., the Location Area Committee, Districts, state affiliate organizations, etc.)
Work with the Director to manage aspects of the call for proposals process. This may include assisting and/or directly managing the submission site, proposal data management, recruitment and management of reviewers for all stages of the process, and final selection and session notifications.
Working with the Director, the Associate Manager will seek to ensure a balanced program representative of SHAPE America disciplines and priorities, focused on the inclusion of new and dynamic speakers, innovative topics and approaches that serve as a key motivator for attendance at our events.
Working with the Director, assist with assigning space at hotels, convention centers, or other meeting sites, allocating sessions, and scheduling of all programmatic sessions, meetings and social events. The Associate Manager will also collaborate with staff to minimize final scheduling conflicts, maximize efficiencies in space and equipment usage, and ensure a robust program balancing educational, networking, and exclusive exhibit hall opportunities.
2) Coordinate referring all requests for SHAPE America workshops to pre-approved trainers and oversee logistics regarding agreements with pre-approved trainers, ensuring all instructor agreements are on file.
3) Manage all aspects of the NCHEC credit and reporting process to include listing CHES self-studies in the SHAPE America Online Institute, collaborating internally with appropriate staff to identify and post approved CHES/MCHES sessions at SHAPE America events, preparing and processing credit packets at events, obtaining approval from NCHEC for all programs, and preparing quarterly reports for NCHEC.
4) Provide customer and technical support to members and non-members utilizing the SHAPE America Online Institute. Facilitate the creation of online learning products in SHAPE America Online Institute to include creating/uploading products; creating catalog and iMIS listings; and associating certificates, credits, and surveys.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Bachelor’s degree and at least three years of experience in managing events and/or project management. Excellent verbal and written communication skills and experience with Microsoft Office Suite. Experience with and/or knowledge of the iMIS membership database program a plus. Ability to work independently, multi-task, prioritize assignments and be flexible.
Telecommuting is allowed.
About SHAPE America
SHAPE America, Society of Health and Physical Educators, ( formerly AAHPERD), is a national, non-profit, membership organization. SHAPE America is the largest organization of professionals involved in physical education, physical activity, dance, school health and sport -- all specialties related to achieving an active healthy lifestyle. Our mission is to advance professional practice and promote research related to health and physical education, physical activity, dance and sport by providing members with a comprehensive array of resources, support and programs to help practitioners improve their skills and to further the health and well-being of the American public.