TITLE: Teaching & Event Services Coordinator
DEPARTMENT: Administration & Business Operations
FLSA STATUS: Full-Time, Hourly, Non-Exempt
REPORTS TO: Teaching & Event Services Director
OVERALL JOB RESPONSIBILITY
The Teaching & Event Services Coordinator will provide high-level administrative support in all areas of work assignments for the Institute. This position is stationed at Poynter’s front desk and acts as a receptionist for Poynter. The position also handles customer support for NewsU and assists the Teaching & Event Services Department with seminars/events.
- Provides a high level of customer service by telephone, email and in-person. The coordinator will have strong time management skills and be an expert at problem-solving.
- Answers the switchboard, routes calls and greets and directs visitors to Poynter.
- Acts as liaison between Poynter and tenants.
- Handles building orientation for tenants.
- Handles mail and packages coming to Poynter and tenants.
- Coordinates building evacuation and accounts for occupants during emergencies.
- Ensures the accuracy of staff, tenant and visitor occupancy in the building and on staff rosters.
- Handles all guest inquiries and emergency requests.
NewsU: (Comprehensive training will be provided)
- Answers customer service calls and emails to take care of the customer’s requests/needs.
- Maintains list of applicants and notifies those selected and not selected.
- Conducts course testing and site monitoring for NewsU, as needed.
- Produces Digital Course Packs when necessary.
- Compiles monthly, quarterly, annual and special reports and other user data for Poynter, NewsU and/or partners.
- Provides live support during NewsU’s live training events.
Teaching & Event Services:
- Coordinates correspondence, handles and directs inquiries and assists faculty and/or staff in all phases of planning and execution of seminars, activities and/or events.
- Provides administrative, organizational and clerical support for faculty and staff, including detail work for all activities in advance, during and after events.
- Processes assigned seminar applications and inputs all needed information in designated database; updates seminar database information, as needed for Poynter, News University and partners.
- Prepares and assembles all correspondence for seminar participants before the seminar to include: confirmation of selection, instruction letter, homework, hotel and travel information, etc.
- Supports visiting faculty and participants, by coordinating hotel room reservations, travel, homework, and other related seminar materials.
- Arranges details for and cleaning of opening dinners and additional social functions including lunches, or as needed.
- Coordinates event bus scheduling, hotel shuttles and taxis for visiting faculty and participants.
- Handles seminar audio-visual needs, as needed.
- Provides intermediary IT support, as needed.
- Prepares seminar syllabus for seminar faculty and participants, as well as for distribution throughout the Institute and to the Advisory Board.
- Requests faculty professional fees and fellowship fee payments from staff accountant.
- Requests and handles invoicing to participants’ organizations.
- Prepares name badges, table tents, portfolios, notebooks, handouts and materials needed for the seminar, sets up seminar room(s) prior to opening session, and performs room cleanup and seminar follow-up afterwards.
- Assembles all required materials for seminar portfolios and arranges to distribute at the opening session.
- Types, copies, collates, staples materials, etc., as required by Poynter faculty, visiting faculty and as needed for seminar participants.
- Maintains complete seminar files to include all correspondence and schedules, evaluations, etc.
- Helps support overall seminar needs with other Teaching & Event Services Coordinators, as needed.
- Works with text and other content material (i.e. formatting, copy editing).
- Other duties as assigned.
SUPERVISION RECEIVED: The Teaching & Event Services Coordinator reports to the Teaching & Event Services Director. He/she is responsible for conducting daily and long-term assignments under general direction with limited supervision. The Teaching & Event Services Director is responsible for monitoring employee’s progress and performance and will conduct the annual performance review.
SUPERVISION EXERCISED: None.
INTERNAL AND EXTERNAL RELATIONSHIPS
INTERNAL: Extensive and regular contact with seminar faculty and administrative staff. The coordinator will have frequent contact with accounting staff regarding invoices to participants and payments to guest faculty and vendors of seminar supplies and services, and with other Poynter departments regarding seminar activities, supplies and mailings that may be needed.
EXTERNAL: In constant contact with Poynter faculty and visiting faculty, and an array of applicants and participants ranging from elementary and college and graduate students to executives and CEOs of media organizations and journalism educators. This is often the first point of contact for these constituents and this position helps to foster and maintain long-term relationships.
The coordinator has regular contact with area hotel representatives, transportation and food vendors and travel agents regarding seminar services and supplies. He/she has frequent contact with visiting faculty and participants regarding seminar activities, schedules and special requests. He/she is the point person for numerous tenant visitors.
KNOWLEDGE & SKILLS: Position requires advanced administrative and intermediate computer skills. The coordinator must be able to operate PC compatible and/or Macintosh computers. He/she should have intermediate to advanced skill level using Microsoft Word, Excel and PowerPoint. Sometimes coding is necessary for work with NewsU. Previous experience using databases is necessary. Excellent grammar, composition and oral communication skills required. The coordinator must be familiar with appropriate styles of office and professional correspondence and forms and related materials. He/she must be able to operate copy machines, facsimile machines, and a 10-key calculator. The coordinator should be able to file documents alphabetically or numerically. He/she should be able to type 60-70 WPM/40-50 KPM minimums. Strong ability to read and interpret written word and understand verbal instructions as related to any duties assigned a must. Familiarity with AP style and/or copyediting is desirable. Minimum three-five years previous work experience required in a similar administrative position is required. College degree preferred.
The position requires knowledge of all Poynter offerings, technical skills to troubleshoot access issues, excellent verbal and written communication skills – including the ability to deal with people for whom English is not a first language, patience and the ability to see the larger picture and the ramifications of one instruction on the next step in a process. It also requires a basic understanding of budget and cost-benefit, to both the individual as well as Poynter.
PROBLEM SOLVING/DECISION MAKING: Work is diversified and involved. Duties require independent decisions that may necessitate devising new methods or modifying or adapting standard principles of practices to new or changed conditions on demand. Requires discretion and judgment in making decisions, which generally are based upon, but not limited to, precedent or standard operating policies and procedures. Involves routine to somewhat more complicated matters.
PHYSICAL DEMANDS: Position requires sitting for extended periods, while at the computer and answering and placing calls. Requires moving throughout the building and occasionally to outside businesses. Requires ability to work duplicating machine and other office equipment. Person in this position must be able to manipulate fingers to operate computer keyboard and mouse. Other physical requirements include ability to: communicate with other individuals (written and verbal) both inside and outside the organization; proofread for accuracy; carry paperwork and file paperwork in lateral cabinets. Additionally, sitting, squatting or bending at the waist is required. Position requires ability to frequently lift, carry, push, or pull up to 10-15 lbs. The Teaching & Event Services Coordinator will be expected to work under and meet precise deadlines. Routine interruptions and unforeseen assignments are to be expected.
WORK ENVIRONMENT: Duties are performed in a non-smoking office environment. Must be able to work under deadlines as required and expect considerable disruption while performing work assignments. On occasion, the coordinator may be required to travel on behalf of the Institute.
OTHER INFORMATION: The Teaching & Event Services Coordinator will generally work a five-day schedule, defined as Monday through Friday. This position will generally work on-site at the Poynter Institute between the hours of 8:30 a.m. to 5:30 p.m., during the Institute's normal business hours. The hours and workdays will vary from time to time depending on the workload and Institute activities. The employee is eligible for one-hour (unpaid) for lunch and two 15-minute (paid) breaks. Additional work may be required at night or on a Sunday or Saturday depending on the start of or ending of an Institute event. The employee may be required to work overtime.
No phone calls, please.
Position is in St. Petersburg, FL.
Hourly Range: $14-$16 per hour, based on 37.50-hour workweek
Send cover letter and resume via email to firstname.lastname@example.org.
Deadline to apply: March 30, 2018
Start date for this position is May 2018.
About this company
The Poynter Institute for Media Studies is a global leader in journalism education, and a strategy center that stands for uncompromising excellence in journalism, media and 21st century public discourse. Poynter faculty teach seminars and workshops at the Institute in St. Petersburg, Fla., and at conferences and organizational sites around the world. Its e-learning division, News University, www.newsu.org, offers the world’s largest online journalism curriculum in 7 languages, with more than 400 interactive courses and 300,000 registered users in more than 200 countries. The Institute’s website, www.poynter.org, produces 24-hour coverage of news about media, ethics, technology, the business of news and the trends that currently define and redefine journalism news reporting. The world’s top journalists and media innovators come to Poynter to learn and teach new generations of reporters, storytellers, media inventors, designers, visual journalists, documentarians and broadcast producers, and to build public awareness about journalism, media, the First Amendment and protected discourse that serves democracy and the public good.
Location/Region: St. Petersburg